Description

Position Title: Executive Assistant to the Chief Development Officer

Reports to: Chief Development Officer

Location:Employees in this role can work from our Boston, MA office, remotely within the U.S., or a hybrid of these two options. (5% domestic travel)

Position Type: Full-time

Position Overview

The Executive Assistant directly supports the Chief Development Officer (CDO) in the fulfillment of responsibilities within the Development department and as a leader of the organization. The Executive Assistant structures and maintains the CDO’s calendar; schedules meetings with internal and external constituents; oversees Development department expense management; and serves as administrative liaison to other relevant Partners In Health (PIH) departments, including the Office of the CEO and across the Resource Generation branch.

Specific Responsibilities:

Administrative Management (70%)

• Provide administrative support to the CDO, including calendar and task management,meeting coordination, and meeting facilitation.
• Serve as first point of contact for the CDO with both internal and external constituencies,responding to all requests in a timely and professional manner.
• Maintain strong coordination and communication among department sub-teams, including facilitating and note-taking at departmental meetings and supporting ongoing coordination of cross-team meetings.
• Manage all travel logistics on behalf of CDO, including booking flights and accommodations, developing itineraries and briefing documents; support other members of leadership and Development colleagues with travel coordination as needed.
• Input and update information related to donor engagement in Salesforce (database of record) on behalf of CDO.
• Support hiring, recruitment, and onboarding efforts for positions as needed (e.g., utilize Jobvite platform, conduct phone screens and interviews, provide guidance to new team members) in collaboration with the human resources team.
• Provide support and coverage for other Executive Assistantsto U.S. Coordination Site members as needed.

Financial (15%)

• Manage the Development team corporate credit card, including overseeing card possession, card usage, receipt management and collection, approval management, coding management, and expense report submission.
• Manage expenses for CDO, including reimbursements, receipt management and collection, drafting and submission of personal corporate credit card statements, invoice management, and approval management.

Special Projects (15%)

• Assist fundraising teams with donor calls, emails, and notes.
• Assist with stewardship mailings and production.
• Assist with and attend donor and/or Board-related meetings and events.
• Manage and update the Development departmentSharePoint page.
• Support internal events as needed, including coordinating logistics and planning around team retreats.
• Coordinate team projects as needed, including timeline accountability and logistics management.

Qualifications:

• Bachelor’s degree or equivalent work experience.
• Minimum 3 years of experience in Development and/or administration.
• Passion for the mission of PIH with a keen interest in social justice.
• Excellent written and oral communication skills; proficiency in Microsoft Office applicationsand Zoom.
• Experience with Salesforce or similar donor database preferred.
• Ability to assess priorities and manage a variety of competing priorities in a time-sensitive environment while meeting deadlines.
• Excellent 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 discretion.
• Commitment to mastering a comprehensive understanding of the goals and objectives of PIH and of the Development team.

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, Kazakhstan, Lesotho, Liberia, Malawi, Mexico, Navajo Nation, Peru, Rwanda, Sierra Leone, United States), 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.

Partners In Health participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9.