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Form of workJob Description
Position Summary:
The ADDF is seeking a highly organized, detail-oriented, and proactive administrative professional to join the team as Executive Assistant (EA) to the Co-Founder and Chief Science Officer, Dr. Howard Fillit. This position offers an exciting opportunity for an enthusiastic and motivated individual to work closely with the leadership of a leading Alzheimer’s research and fundraising organization. The EA is an invaluable member of the team in keeping the mission moving forward and ultimately conquering Alzheimer’s disease.
The EA provides attentive, intelligent, intuitive, and proactive support, and will be required to operate with a keen sense of balancing priorities. This individual must have excellent communication skills, be a master multi-tasker, and have experience in managing complex calendars. The EA will oversee and lead a variety of day-to-day administrative operations, including scheduling meetings, booking travel, creating briefings, and communicating internally/across the organization and externally with key stakeholders.
Placement: This position reports to the Co-Founder & Chief Science Officer, with a dotted line to the Chief of Staff. This is a full-time exempt position. Candidates will need to reside in the tri-state area to be able to commute to the office three times a week.
Key Responsibilities:
In support of the Co-Founder and CSO
- Support all operations of the Co-Founder and Chief Science Officer (CSO)
- Manage and oversee the CSO’s calendar including all ADDF, External Partnership, Medica Practice and Consultant appointments
- Create and share daily briefings with the CSO containing all relevant details for the following day such as email chains, agendas, and supporting materials.
- Coordinate all travel for the CSO’s participation in conferences, donor meetings, ADDF events, etc.
- Collaborate with the Family Office on all related events and meetings.
- Manage, track, and submit expenses to Finance for the CSO’s internal budget.
- Retrieve scientific articles as requested by the CSO by utilizing PubMed and Mount Sinai’s Levy Library search engine.
- Serve as a liaison for all external conferences, boards, and consultations on the CSO’s behalf.
- Collaborate with the Communications team to acquire all necessary materials as requested by external partners.
- Work closely with the Communications, Philanthropy, and Special Events teams for all CSO- related matters including media placements, donor meetings, etc. as well as draft and send communication on the CSO’s behalf to accomplish these tasks.
- Participate in internal and external meetings as needed to facilitate next steps on behalf of the CSO.
- Own the CSO’s medical practice (Howard Fillit, MD) including, but not limited to direct communication and support for patients with scheduling and practice-related questions, prescription refills, imaging and tests coordination, updating records in Practice Fusion and insurance processing. Collaborate with Dr. Mark Lipton’s office for in-person appointments.
- Maintain and update the CSO’s CV, bibliography, and additional materials.
In relation to the Science team
- Support the Science team with administrative tasks related to scheduling.
In relation to the Admin/Ops team
- Support the Admin/Ops team in providing a highly functioning and positive workplace for all ADDF employees
- Other related duties as necessary
- Bachelor's degree plus 3-5 years of administrative experience supporting a senior executive. Experience in a non-profit setting highly preferred
- Outstanding time management and organizational skills with keen attention to detail
- Ability to manage multiple tasks and projects at one time while also remaining flexible to shifting priorities
- Ability to communicate and collaborate effectively with a wide range of individuals and stakeholders (I.e., staff, patients, donors, scientists, board members, etc.) representing various backgrounds and industries
- High degree of emotional intelligence, professionalism, and reliability; a willingness to learn and apply, and a demonstrated history of taking initiative
- Excellent computer skills, especially Microsoft Office (Outlook, Word, Excel, and PowerPoint) and time management/organizational tools such as Asana.
- Ambitious, team-player mind-set with a drive for excellence.
Kiwi Partners is an Equal Opportunity Employer. Kiwi does not unlawfully discriminate in employment opportunities or practices on the basis of actual or perceived age, race, creed, color, national origin, sex, religion, physical or mental disability, medical condition, sexual orientation, gender, gender identity, gender expression, ancestry, marital status, veteran status or other military status, legal alien status or citizenship status, genetic carrier status, genetic information, AIDS or AIDS-related complex or HIV status, being a victim of domestic violence, protected activity (i.e., filing a charge of discrimination, participating in a discrimination proceeding, or otherwise opposing prohibited discrimination),or any other characteristic protected by federal, state, or local law.
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