Executive Assistant To The Ceo

Vision

Whole Woman’s Health transforms how people experience abortion care in this country. We stand in the light, fiercely dedicated to providing fabulous abortion care that puts patients first.

Mission

Whole Woman’s Health provides fabulous abortion care, free from the shame and stigma that often accompanies sexual health in this country. Our patients can count on us for medical expertise, heartfelt compassion, informed consent, and trust. We are deeply committed to growth and innovation, and we cultivate a dynamic, rigorous, learning corporate culture. Our patients’ hopes and dreams are at the center of all we do, and we hold ourselves accountable to them.

Summary

Whole Woman’s Health is seeking a motivated and adaptable individual to support our CEO as an Executive Assistant. Theprimary role of the Executive Assistant will be supporting the needs of the CEO ranging from managing the day-to-day workflow, interacting with internal and external stakeholders, and arranging travel. The Executive Assistant must understand the responsibilities, needs and priorities of the CEO and maintain a high level of confidentiality. The right candidate for the job will enjoy a fast-paced, ever changing entrepreneurial environment, and will contribute to the long-term success of the company, with a high energy and calm under pressure approach to the work. The Executive Assistant to the CEO must be driven, loyal and dedicated to the fulfilment of the organization’s values.

Essential functions

• Manage the CEO’s email and correspondence responding, directing, or flagging them as appropriate;
• Managing the CEO’s extensive calendar including scheduling virtual and in person meetings, speaking engagements, and media interviews in conjunction with their personal calendar;
• Work closely with all levels of executive management in coordination with CEO’s tasks, schedule, and projects;
• Participate as an active listener on conference calls, and video chats and follow up with take away items for CEO as well as other members involved in the meetings;
• Reconcile CEO’s expenses and reimbursements and manage company-wide credit card allocations;
• Maintain a presence in company headquarters during the work week;
• Ability to take calls/correspondence outside of regular working hours during times of big action;
• Function as liaison and provide support to the WWHA Board of Directors, including coordinating travel logistics;
• Must be able to travel, sometimes on short notice;
• Consult with internal and external contacts, prepare for executive management’s and board meetings, media interviews, presentations, assist with special event coordination;
• Ensure all management staff issues are addressed properly, efficiently and judiciously, and keep track of progress until resolved;
• Assess inquiries directed to the CEO, determine the proper course of action and delegate to the appropriate individual to manage;
• Compose letters, memos, emails, and other business correspondence for internal and external use by the CEO on routine and confidential matters;
• Performing special projects as directed by the CEO, including the review, research, summarization or analysis of information;
• Coordinate the execution of strategic initiatives;
• Assisting with organizational strategic direction by providing critical insight, wise counsel as well as serving as an adviser to the CEO;
• Work with Communications team to manage CEO’s social media accounts (Twitter, professional Facebook page, LinkedIn, and Instagram);
• Create and maintain files and records for historical and informational reference;
• Assist at drafting and editing presentations, responses to press events, and speeches (often preparing first draft of speeches and lectures);
• Maintain a high level of discretion and confidentiality while maintaining accurate, current, and accessible administrative files including maintenance of financials and statistical information and records of relevant meetings and discussions.

Experience and General Requirements

Education

• Bachelor’s degree preferred.
• High School diploma or GED required.

Experience

• 3-5 years executive level experience
• Significant experience with high level administrative duties such as managing calendar, activities, and tasks
• Proven track record with working with executive level management
• Demonstrated ability to work with little supervision and to mee deadlines
• Well versed in policy, healthcare, and/or advocacy

Skills

• Exceptional people skills
• Excellent communication skills (both verbal and written)
• Strong organization skills and attention to detail
• Able to prioritize work (both own and others) and multi-task
• Proactive and resourceful with strong critical thinking skills; able to present solutions to problems very quickly and escalating when necessary
• Ability to work strategically and collaboratively across departments
• Social Media fluency
• Exceptional project management skills
• Excellent computer skills Microsoft suite, Videoconferencing platforms (zoom, go to meeting, etc.) as well as Google suite
• Strong negotiation skills

Preferred Experience/Skills

• Knowledge of reproductive health/justice
• Non-profit experience
• Legal Skills
• Experience handling travel arrangements

Additional Requirements

• Must possess the ability and capability to perform any task in the office
• Must be able to lift 15 lbs. or more, be able to physically move through the office unaided
• Must have excellent visual and hearing acuity
• Must have access to a vehicle and valid driver’s license
• Must have a valid notary license with no disciplinary actions, or the ability to get one within the first year of employment

Compensation/Benefits

• A competitive salary, commensurate with experience.
• Eligible to enroll in medical, dental, and vision insurance offerings as well as voluntary insurance and disability insurance.
• Employer covers 70+% of medical insurance
• 401(k) offerings with 3% company match
• Three weeks starting paid personal time off and seven paid holidays
• Company laptop and cell phone provided by employer
• A corporate culture/environment that is diverse, stimulating, and comprised of passionate and dedicated people

Please note that this is a working job description that may evolve as the needs of the company change.

Whole Woman’s Health is an Equal Opportunity Employer, and we welcome applications from women, people of color, and members of the LBGTQI community. We do not discriminate on the basis of actual or perceived race, creed, color, alienage or national origin, ancestry, citizenship status, religion or belief, age, marital or partnership status, family status, pregnancy and maternity, disability or handicap, sexual orientation, gender, gender identity, gender reassignment, predisposing genetic characteristic, military or veteran status, arrest record, or any other legally protected characteristic protected by applicable federal, state, or local laws.