Executive Assistant to President & CEO

Program Summary

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.

SUMMARY:

The Executive Assistant II (EA II) serves as the primary point of contact for internal and external matters pertaining to the office of the President & CEO (the "CEO") of the Public Health Institute (PHI) and serves as a liaison to the board of directors and senior management. The EA II provides a full range of executive and administrative support to the CEO and provides limited scheduling support to the CFO.

The position performs highly confidential and sensitive tasks; and interacts with executives, the Board of Directors, staff, partner organizations, and the general public. Considerable independent judgment is required for this position. The Executive Assistant reports to the CEO directly.

This is a dynamic role where the incumbent 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 executives.

This is the role for you if you thrive in a high-impact, mission-driven environment that requires balancing competing needs and priorities of many stakeholders while also moving small tasks and large special projects forward with an inordinate attention to detail; you love staffing an active CEO and making sure everything is on track and taken care of to support the CEO's daily schedule and major projects in the office of the CEO, 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 and 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: $86,029 to $127,149 per year. The typical hiring range for this position is from $86,029 (minimum) to $106,589 (midpoint), based on 100% FTE. The starting salary is determined using a variety of factors, such as the candidate's knowledge, skills, and experience, as well as internal equity consideration and budget availability.

Employment Type:

Full Time

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Executive Support

• 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.
• Be resourceful, uses sound judgement and makes decisions to handle and resolve issues and conflicts proactively with minimum support and guidance, addresses follow up on a range of items, and brings issues to closure respectfully with tact and diplomacy.
• 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 for the CEO and CFO. Ensures calendar management reflects the priorities of the executives.
• 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.
• Proactively manages calendar conflicts, independently resolves scheduling issues, and builds in appropriate calendar management needs such as travel time, exercising appropriate independent judgment.
• 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 the executives' calendars.
• Produces and monitors follow up on CEO meetings and logistics post travel.

Meeting Preparation and Follow-ups

• Proactively prepares and coordinates background documents, agendas, project status reports and other information the CEO needs for meetings.
• Tracks and monitors upcoming meetings to ensure that all background and preparation work and documents are completed timely and available to the CEO for their review in…