Back Executive Assistant to the Principal, Chief Program Officer

Description

Position Title: Executive Assistant to the Principal, Chief Program Officer

Reports to: Principal, Chief Program Officer

Location: Boston, MA, 3 - 4 days per week in Boston office; remaining day(s) can be remote

Role Classification: Full-time, 40 hours/week, hourly, nonexempt

Position Overview

The Executive Assistant directly supports the Principal, Chief Program Officer (PCPO) in the fulfillment of their responsibilities leading Partners In Health’s (PIH) U.S. Coordination Site Theory of Change (TOC) Branch and within the broader PIH Leadership Team. The Executive Assistant structures and maintains the PCPO’s calendar; schedules meetings with internal and external constituents; arranges travel logistics for the PCPO and other colleagues with whom the PCPO travels; coordinates team knowledge management repositories; serves as administrative liaison to other relevant PIH departments; and supports the PCPO’s work in strategically positioning PIH with external advocacy, policy, and implementation partners. This role presents an opportunity to work across a diverse range of people within and outside of the organization and to develop skills in service to a fast-paced, global organization that is relentlessly committed to improving the health of the poor and marginalized.

Specific Responsibilities:

Administrative Management (75%)

• Provide administrative support to the PCPO, including: calendar and task management, email management, meeting coordination and facilitation, travel booking and assistance, and personnel coordination.
• Serve as primary point of contact for the PCPO’s office with internal and external constituencies.
• Support in operationalizing strategic priorities set by the PCPO and the TOC Branch, collaborating with the Senior Director of Special Projects to coordinate and facilitate team meetings.
• Coordinate and participate in team projects as needed, including document preparation, logistics management and timeline accountability.
• Support ongoing coordination and facilitation of cross-team meetings in rotation with external engagement teams’ (e.g., Marketing and Communications, Development, Board Strategy and Engagement) support staff.
• Lead internal communications design, evaluation, and development to include: monthly TOC Updates; Policy and Advocacy newsletters; PIH Government Accompaniment, Policy, and Advocacy Learning Series; brown bag sessions; among others.
• Maintain and update the TOC SharePoint (intranet) site, PIH Endorsement Tracker, PIH Partnerships Tracker, and TOC Travel Tracker.
• Support with database entry for Salesforce, Microsoft (MS) Power Bi, and other team platforms, as needed
• Provide support and coverage for other assistants to Executive Leadership Team members as needed; closely collaborate with other assistants to optimize senior management time across the organization.
• Manage the TOC Branch corporate credit card, including: overseeing card possession, card usage, receipt management and collection, approval management, coding management, and expense report submission.
• Financial management for PCPO including: reimbursements, receipt management and collection, drafting and submission of corporate credit card statements, invoice management, and approval management.
• Provide financial management support for TOC branch members submitting expenses for reimbursements and invoice submissions.

  Special Projects (25%)

  • Provide administrative support to PIH Engage as needed.
  • Provide guidance and onboarding support to TOC Branch members.
  • Prepare communications -- documents, briefings, speeches and other necessary items -- for PCPO’s external engagements.
  • Manage the upkeep of living documents within the team.
  • Maintain engagement with TOC Branch regarding ongoing team support structures, professional development opportunities, and overall team systems improvements.
  • In collaboration with the PCPO, identify projects or existing work streams of interest, to provide administrative support, scheduling, and program coordination.

    
    Qualifications:

    • Bachelor’s degree or equivalent years of experience preferred
    • 1-3 years of experience in administration or non-profit sphere
    • Passion for the mission of PIH with a keen interest in social justice
    • Excellent written and oral communication skills
    • Ability to assess priorities and manage a variety of competing priorities in a time-sensitive manner
    • Excellent customer service and interpersonal skills; ability to collaborate effectively with culturally diverse staff across departments and multi-country PIH network
    • Good judgment and the ability to handle confidential information with deep discretion
    • Commitment to mastering a comprehensive understanding of the goals and objectives of PIH and of the TOC Branch
    • Capacity to focus, to maintain personal and team motivation and to demonstrate flexibility coupled with resilience
    • Solid computer skills in a PC environment with the capability to master new software applications and to interface effectively with relational database systems.
    • Excellent skills in the functional use of MS Excel, PowerPoint, and Word

      Organizational Profile

      Partners In Health (PIH) is a non-profit, global health organization that fights social injustice by bringing the benefits of modern medical science first and foremost to the most vulnerable communities around the world. PIH focuses on those who would not otherwise have access to quality health care. PIH partners with the world’s leading academic institutions to create rigorous evidence that shapes more sound and all-inclusive global health policies. PIH also supports local governments’ efforts to build capacity and strengthen national health systems.

      As of today, PIH runs programs in 11 countries (Haiti, Peru, Rwanda, Mexico, Sierra Leone, Liberia, Malawi, Lesotho, Russia, Kazakhstan, Navajo Nation), where it provides direct care to millions of patients, through public facilities and community engagement.

      Partners In Health (PIH) is committed to the fundamental principle of equal opportunity and equal treatment for every prospective and current employee. It is the policy of PIH not to discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion, creed, disability, sex and gender, sexual orientation, gender identity and/or expression, military or veteran status, or any other characteristic protected under applicable federal, state or local law. PIH works in and with a number of governments in and outside the U.S., and to the extent applicable, this statement is intended to incorporate the prohibition of any unlawful discrimination covered by applicable laws in such countries, states and municipalities.