Executive Assistant to the Principal, Chief Program Officer

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 m