Executive Assistant to the President & CEO

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The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

PHI was distinguished as one of the top 50 “Best Non-Profit Organizations to Work For” by the Non-Profit Times in a national search.

Position Summary

The Executive Assistant III (EAIII) serves as the primary point of contact for internal and external matters pertaining to the office of the President & CEO (hereafter referred to as the CEO) of the Public Health Institute (PHI) and serves as a liaison to the board of directors and senior management. The primary responsibility of the EAIII includes staffing the CEO to ensure all scheduling and calendaring, background information, and materials as well as pre and post work for meetings is planned and coordinated. The EA III reports to the CEO directly.

This is a dynamic role where the incumbent will provide dedicated executive-level administrative and special project support to the CEO and will be a key player in ensuring that the CEO is as effective as possible with internal and external stakeholders. The individual must be highly professional with strong executive support skills, possess the ability to handle a range of issues and situations with a deft touch, and be able to provide exceptional service that mirrors the standards expected of the CEO.

This is the role for you if you thrive in a high-impact environment that requires balancing competing needs and priorities of many stakeholders while also moving small tasks forward with an inordinate attention to detail; you love staffing an executive and making sure everything is on track and taken care of to support the CEO’s daily schedule and recognize that excellence in your work is critical to the organization’s mission.

This is a regular full-time hybrid (remote and in-person) position that is required to work in the office located in downtown Oakland, CA up to 3 days per week whenever the CEO is onsite. The incumbent is also required to work in person when there are meetings and events, and travel in or outside California a few times a year for Board meetings.

Full salary range for this position: $98,206 to $147,932 per year. The typical hiring range for this position is from $98,206 (minimum) to $123,069 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

Employment Type: Full Time

Essential Duties & Responsibilities

Executive Support to the CEO

• Serves as a point person for internal and external questions and requests of the CEO, demonstrating approachability and reliability.
• Supports the day-to-day activities of the CEO.
• Handles and resolves issues and conflicts with minimum support, addresses follow up, and brings issues to closure with tact, diplomacy, respect, and support.
• Tracks all commitments of the CEO and sees them through to completion, providing invaluable executive support.

Calendar Management

• Plans and coordinates high-volume, complex scheduling and calendar management.  Ensures calendar management reflects CEO meeting and time priorities.  Highly responsive and respectful in communications with Board members, external and internal stakeholders, with expeditious follow-up and great tact in scheduling meetings on a variety of timelines, while also exercising appropriate discretion about information shared in the scheduling process.  Quick learner in order to exercise good judgment in managing calendar.
• Proactively manages calendar conflicts, resolving calendar issues using appropriate judgment, building in appropriate calendar management needs such as travel time.
• Utilizes an effective tracking system for meeting requests.
• Provides a weekly calendar of meetings to the CEO with links to relevant documents, agendas, background materials, and emails that relate to upcoming meetings.

Travel Arrangement 

• Arranges complex and detailed travel plans, itineraries, and agendas, and problem solves as needed when issues arise. Ensures all travel information is in CEO’s calendar.
• Produces and monitors follow up post travel.

Meeting Preparation and Follow-ups

• Understands and proactively prepares what is needed for meetings, consulting with the CEO when needed.
• Tracks and monitors proactively to ensure that all background and preparation work and documents are completed timely and available to the CEO for their review in advance of meetings.
• Plans, coordinates, and tracks follow-ups after meetings, and reports progress and close out to the CEO.

Project Management 

• Manages a variety of special projects for the CEO.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.

Effective Use of Tools and Technology

• Uses tools and technology for effective calendaring, scheduling, documents management, and project management.
• Provides basic IT support and troubleshooting for the CEO’s office equipment and software. Requests support from the IT department when needed.

Document Creation and Management 

• Composes and prepares routine to complex documents, correspondence, memos, email, reports, and forms.
• Develops basic presentations for the CEO when content is provided.
• Uses technology effectively such as ShareFile, SharePoint, and other tools for filing and easy access to documents for the CEO.
• Manages shared folders and documents for various projects.
• Serves as a key source of information and data and organizes and accesses documents including shared documents and data needed by CEO and other executives.
• Completes expense reports. Processes expenses and reimbursements for the CEO, ensuring finances are handled with precision and in alignment with the budget.
• Develops, collates, and prepares daily materials for the CEO ensuring their preparedness and punctuality for all engagements.
• Provides required or requested information and/or data for internal or external reports and records.

Board Support and Liaison

• Serves as the CEO’s administrative liaison to PHI’s Board of Directors and Board Committees.
• Supports all Board and Board Committee meetings, including preparing meeting materials and logistics, taking accurate and comprehensive meeting minutes, and maintaining the board roster.
• Compiles board packages. Ensures meeting materials and background work are ready, accurate, compiled, and sent out to the Board in a timely manner before meetings. Plans out timeline, coordinates with staff to ensure all final documents and background work are completed before deadlines. Monitors progress and keeps the CEO informed.
• Develops budgets for meetings, events, and other activities for CEO’s approval. Ensures expenses are within budgets, and properly tracked and recorded.
• Provides administrative and logistics planning of board meetings, including hotel selection and group room reservation, meeting/conference room reservation, and food and beverage arrangement.
• Assists board members with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all board members and works closely with executive support staff to Board members.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Executive Leadership Team (ELT) Liaison

• Assists in scheduling all ELT meetings, 1:1 meetings, and off-site retreats.
• Exchanges information on behalf of the CEO with ELT, and/or their administrative support staff by relaying information accurately and assuring information is communicated in a timely manner.

Communications, Partnerships, and Outreach

• Communicates directly, and on behalf of the CEO, with Board members, donors, external partners, ELT, management, and staff, under the direction of the CEO. Builds relationship with stakeholders.
• Uses diplomacy, tact, and good judgment in representing the office of the CEO and the organization.
• Ensures that the CEO’s bio and CV is kept updated and responds to requests for materials regarding the CEO and the organization in general.
• Initiates communications to get background for meetings with new partners.
• Works with the Development team in coordinating the CEO’s outreach activities.
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.

Other Essential Duties and Responsibilities

• Exercises highest level of independent judgment and discretion in handling sensitive and confidential information.
• Collaborates with Executive Assistants of the ELT members. May supervise other EA(s) and provide training and support as needed in the future.
• Strong team approach and fosters a harmonious and efficient work environment through constant coordination and collaboration with other stakeholders.
• Models a culture of service, ethics, professionalism, can-doism, and continuous improvement in the organization.
• Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
• Embraces racial equity, diversity, and inclusion in all aspects.
• Performs other duties as assigned.

Minimum Qualifications

• At least 10 years of extensive administrative and/or project management experience at the executive level, including experience supporting an elected official of an organization.
• Associate degree, or substitute with two additional years of related experience.

Other Qualifications

• Experience prioritizing an executive’s calendar with ability to make judgement calls and decisions based on rapidly shifting priorities.
• Experience working in a fast paced, often changing environment with efficiency and accuracy.
• Prior experience working with a Board of Directors.
• Experience with project management software.
• Strong commitment to PHI’s vision, mission, and values.
• Demonstrated ability to exercise the highest level of independent judgment and discretion in handling sensitive and confidential information.
• Ability to work independently on projects, from conception to completion, not letting balls drop even when many different meetings and projects are underway.
• Capability for diplomacy, tact, and good judgment in representing the office of the CEO and the organization when interacting with a wide variety of audiences and internal and external partners.
• Exceptional administrative, tracking, follow-up, and organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Ability to bring a high level of energy and enthusiasm to the role, inspiring others and contributing to a vibrant and positive workplace culture.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Expert level written and verbal communication Ability to get things done and ensure deadlines are met, with great decorum, facility, respect and appropriate tone and communication.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Ability to handle and resolve issues and conflicts with minimum support, address follow up, and bring issues to closure with tact, diplomacy, respect, and support.
• High degree of emotional intelligence.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Ability to develop and analyze budgets.
• Proficient in Microsoft Outlook, Word, Excel, PowerPoint, Teams, Planner, Forms, Google Docs, and Zoom. Ability to develop presentations. Knowledge of SharePoint, ShareFile, and Smartsheet.
• Demonstrated competency in the effective use of tools and technology for effective calendaring, scheduling, tracking, documents management, and project management.

FAIR LABOR STANDARDS ACT (FLSA) STATUS

This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.

PHI WORKFORCE MANDATORY COVID-19 VACCINATION POLICY

Per the PHI Workforce Mandatory COVID-19 Vaccination Policy, it is a condition of employment for all domestic based employees to be fully vaccinated for COVID-19, unless they are granted a reasonable accommodation under applicable law.

New hires need to provide proof of full vaccination prior to their start date or apply for an exemption/accommodation within three business days after their start date. Depending on the circumstances, new hires who do not comply with this Policy, or who cannot be reasonably accommodated, will either have their employment suspended or terminated. Candidates who are non-compliant will have their offers rescinded.

EEO Statement

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser: http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

ADA Statement:

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at Recruitment@phi.org.

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We’re so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at Recruitment@phi.org.

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