Special Executive Assistant

Opportunity Type: Job

FIGHT Program: Administration

Reports to: Chief Executive Officer & Chief Strategy Officer

The Special Assistant is an extension of the Chief Executive Officer (CEO) and Chief Strategy Officer (CSO). The purpose of the role is to create capacity for the CEO and CSO to focus on the most important aspects of their positions. The Special Assistant will be exposed to an extremely wide range of responsibilities. The Special Assistant will provide assistance to the CEO and CSO in driving projects; will arrange and document selected internal and external meetings with leadership, partners and stakeholders; conduct research; manage administrative duties as assigned; and will manage the CEO’s schedule. This role will be exposed to the most sensitive organization information that others on the team may not be privy to. For the right individual, this unique role will serve as an unparalleled opportunity to learn firsthand what it takes to lead and manage a high-growth health center. The right individual for this job is highly ambitious in his/her pursuit of organizational growth and achieving excellence for Philadelphia FIGHT by providing key support to senior management.

Hours

Monday- Friday – hours will vary

Tasks and Responsibilities

 

MAJOR RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

Managing the CEO’s workflow and priorities by managing her schedule and anticipating steps ahead, with guidance from CSO.

Preparing for and following up on internal and external meetings (e.g. reserving conference room space and restaurant reservations, taking meeting minutes, drafting agendas, distributing meeting handouts electronically and hard-copy, communicating meeting summaries and follow-up items after each meeting to parties involved). Also includes Board, Executive Committee and Advisory Board meetings.

Providing members of the Senior Management Team leverage in moving projects forward by assisting with information gathering, communicating with different parties, and sending follow-up reminders for project tasks.

Managing special projects assigned by the CEO and CSO.

Drafting written communications and developing graphics, Powerpoint presentations, charts and graphs for the CEO and CSO.

Prioritizing and managing multiple administrative responsibilities simultaneously and following through on issues in a timely manner.

Overseeing day-to-day administrative operations which may include and are not limited to: managing vendor payments and relations, office environment, travel and event logistics for CEO and CSO.

Anticipating needs from the Senior Management team and identifying opportunities to create processes and systems to streamline office flow.

KEY ATTRIBUTES: 

Integrity. Candidate always chooses to make the right decision versus the easy decision. Knows what information is sensitive, and will protect it accordingly.

Excellent judgment. Ability to make quick and measured decisions.

A positive, rolls-up-your-sleeves mindset with a willingness to take on “lower-level” and “higher level” work based on what needs to be done.

Takes ownership. Constantly seeks opportunities to optimize processes and improve efficiency. Communicative and comfortable working with and through a range of different people, and builds relationships quickly.

Resilient and flexible. Seeks direct feedback and sees every challenge as opportunity to grow.

Thoughtful and intentional. Always think steps ahead.

Resourceful and practical. Able to take different kinds of input, to quickly and effectively sort out action plans.

Effective and exceptional communicator and astute listener, both in spoken and written communications.

Detail oriented.

Ability to embrace an “evolve and learn” mentality and thrive in a dynamic learning organization.

High personal and professional standards.

A natural collaborator.

Service Coordination

KEY RELATIONSHIPS/SUPERVISION:

Reports to Chief Executive Officer and Chief Strategy Officer

Key staff collaborations: Development & Communications Team, Chief Legal Officer, Chief Operating Officer, Chief Human Resources Officer, Chief Finance Officer, Chief Medical Officer

Qualifications

Educational Background:  

College graduate; expert knowledge in the MS Office Suite, in creating visual aids such as charts/graphs; strong interest in community health; excellent time management and organizational skills; willingness to be a team player and also work successfully in autonomy; ability to complete multiple tasks and a high volume of work in a deadline-oriented environment; attention to detail; strong writing/editing skills; a proactive, creative and flexible attitude.

This role is best suited for someone with 3 to 5 years administrative assistant/executive assistant experience, in a range of areas and capacities that positions her/him to take on a broad spectrum of different kinds of responsibilities. The ideal candidate will possess a distinctively strong commitment to learning and growth in a rapidly evolving environment. Experience of being productive in a fast-paced startup team or supporting senior managers is also relevant.

 

Physical Demands

Occasional lifting of 10-20 lbs. and pushing of 5-20 lbs.

Sitting approximately 80% of the time

Normal accessibility and mobility required

Ability to work at a computer screen for long periods of time

 

FIGHT is an EEO, Affirmative Action, LGBTQ, and people living with HIV/AIDS and protected veterans institution

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