Executive Assistant to the CEO

The Executive Assistant to the CEO provides executive, administrative, and logistical support to the CEO and Executive Leadership Team (ELT). The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant serves as a liaison to the Board and ELT; organizes and coordinates executive outreach to internal constituents and key external vendors; and coordinates special projects. The ideal candidate will form a strong 1:1 partnership with the CEO, demonstrating excellent judgment and the ability to work independently, as well as a high level of creativity and a solutions-oriented mindset. This position is privy to confidential and sensitive information, so it is imperative that the Executive Assistant exercise tact and discretion at all times.

Responsibilities

Executive Support to CEO

• Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; ensuring that agendas and meeting materials are in order and distributed in advance; arranging complex and detailed travel plans and itineraries; completing reports; and prioritizing competing tasks and requests
• Plans, coordinates, and ensures the CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office
• Responsible for drafting internal and external communication, memos, reports, proposals, and other documents on behalf of the CEO and, on occasion, members of the ELT
• Supports the CEO in her external commitments related to CommunicateHealth, including service on external boards, committees and other groups. and key external vendors, including (but not limited to) prime or sub contract partners, financial advisors, property managers, consultants, and others
• Works closely and proactively with the CEO to keep her well informed of upcoming commitments and responsibilities, taking a managing-up and no surprises approach. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the ELT updated
• Prioritizes resolution of conflicting needs; handles matters expeditiously and follows-through on projects to successful completion, often with deadline pressures. Able to effectively triage multiple competing demands for CEO’s attention based on own judgment and knowledge and understanding of CEO’s priorities
• Manages follow up from email correspondence, agendas, and meeting notes and ensures that all “action items” and “next steps” are properly tracked and executed in a timely fashion
• Provides technical support for CEO on software systems (Microsoft Office/Outlook, Box, TeamWork, Slack, Zoom, etc.) on an as-needed basis

Corporate Support and Initiatives

• Coordinates meetings, strategic activities and weekly agendas with the ELT, including companywide meetings, retreats, events, and trainings. Drafts emails and other ELT correspondence as requested, follows up with action oriented notes from ELT meetings
• Maintains comprehensive calendar of CommunicateHealth’s certifications, memberships, and participation in government opportunity schedules, ensuring continued compliance
• Supports agenda setting of weekly Operations Meeting to ensure CEO priorities are addressed
• Supports research on new business opportunities, assists new business team in assembling materials needed for the proposals and provides writing support for drafting proposals
• Provides mentoring and demonstrates best practices and CommmunicateHealth Core Values for members of Employee Experience staff and others
• Supports HR/Employee Experience as needed for candidate review, phone screenings, and interview support
• Performs other duties as assigned to support the priorities of the CEO and company

Accountabilities

• Position reports to the CEO and works directly with the ELT
• Member of Employee Experience Team, liaises with VP of Employee Experience, Finance Manager, and other stakeholders
• Works directly with senior level staff and HR both internally and externally

Requirements

Experience & Education:

• Bachelor’s degree or equivalent experience
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Five to ten years providing support for upper-level management (preferably in a similar organization) with an employee base of 50+

Skills & Abilities:

• Strong interpersonal skills and the ability to build strong, positive relationships with stakeholders, including staff, executive team members, external partners and clients.
• Proficiency in Mac OS and Windows applications, including MS Word, Excel and PowerPoint; knowledge of Slack and Zoom helpful.
• Ability to learn new systems such as cloud storage (Box) and project management (TeamWork) software
• Ability to conduct research and present data in a succinct and well-written manner
• Ability to work independently and with professional discretion
• Excellent writing, editing, grammatical, organizational, and research skills
• Excellent management, time-management, and problem-solving skills
• Commitment to best practices in Diversity/Equity/Inclusion (DEI)
• Ability to maintain confidentiality regarding all aspects of company operations

Working Conditions/Other Data:

• Typical open office environment, frequent use of computer-based communication tools (Slack, Zoom, email)
• Occasional travel may be required

Benefits

We care.

At CommunicateHealth, we acknowledge that our employees are the best and brightest, and we want to compensate you accordingly!

Mission-based work with competitive and equitable compensation

Annual profit share (eligible after 1 full year of employment)

Excellent benefits

• Open paid time off policy
• 401K with 4% company match
• Comprehensive health, dental, and vision insurance plans (CH pays 80% for individuals and 75% for families and couples)
• Parking and commuter reimbursement (Rockville office)
• Up to 6 weeks paid parental leave (up to 6 additional weeks of unpaid leave) and flexible schedules for working parents
• Life insurance base plan of $50,000

A healthy social and emotional work environment

• Workspaces available in Washington, D.C. and Rockville, MD
• Flexible schedules, including work-from-home days and Summer Fridays
• Weekly all-staff Creative Time
• Standing desks
• Gym membership reimbursement (included with company-sponsored health insurance plan)
• Co-working opportunities and paid office visits for remote employees

• In-office massages

Personal and professional development and training

• $1,500+ of professional development annually
• Company support for applying to and presenting at professional conferences
• Individual coaching and mentoring, including access to CH principals
• Pro-bono and community work that align with the CH mission
• Company-sponsored trainings throughout the year

About CommunicateHealth

Founded in 2009, CommunicateHealth is a consulting firm with a mission: We make health information easier to understand through the use of plain language and human-centered design principles. We are a woman-owned, LGBT-owned company committed to diversity, equity, and inclusion – on our team and in our approach to the work. CommunicateHealth is an equal opportunity/affirmative action employer.