Executive Assistant

This is a remote position.

scholarships for medical students and health care professionals from groups underrepresented in

medicine. NMFs vision is to empower and support aspiring physicians and health professionals

underrepresented in medicine to contribute to the health of our nation. We envision a diverse

health care workforce which will have the leadership commitment and cultural competency to achieve

health equity. NMFs mission is to provide scholarships and support for underrepresented minority

students in medicine and the health professions.

The Executive Assistant (EA) position serves as a resource to the President & CEO (CEO) staff and stakeholders throughout the organization. This position works at the direction of the CEO to support growth and coordinated action across NMF team members and stakeholders. The EA works closely with the CEO and Executive Team to manage time relationships and efficient action. The EA must assist the CEO with managing schedules and meetings; facilitating communication with team members vendors key partners board members and funders; and creating pathways for action before during and following events meetings and additional forms of inter-personal interaction.

The person occupying this position must be creative and enjoy working within a fast-paced nonprofit environment that is mission-driven and results oriented. The EA plays an important role in the modeling and communication of NMF culture including prompt and responsive workflows throughout the organization. The ideal candidate for this position should also have the ability to work independently with work that does not always have established procedures and with the ability to prioritize and simultaneously work on multiple projects. The EA should be able to proactively identify new solutions to problems. The EA will plan prioritize organize and complete work to meet established objectives.

Coordinate Schedules Meetings & Travel

• Manage the complex calendar of the CEO at the direction of the CEO including preparing the CEO for meetings and events by gathering and sharing information from staff and relevant stakeholders.
  

• Initiate manage and execute special projects as assigned by the CEO that contribute to the organizations success.
  

• Schedule and co-create agendas for executive meetings including meetings of the Executive Team Board of Directors funders and strategic partners.
  

• Coordinate pre-work and follow-up for meetings and strategic activities including documenting key decisions compiling data identifying action items and accountabilities.
  

• Schedule coordinate and set up resources and technology needed for meetings and events (e.g. conference rooms catering teleconferencing video conferencing).
  

• Prepare materials for meetings and events including packets presentations and logistical details and ensure timely distribution to appropriate individuals.
  

• Draft minutes for assigned meetings including sessions with the Board of Directors and key stakeholders.
  

• Serve as a resource for the CEOs direct reports by assisting with scheduling meeting planning and facilitating timely follow-up.
  

• Facilitate travel planning for the CEO and designated NMF staff and colleagues including transportation and lodging reservations in a cost-conscious manner and processing reimbursements.
  

• Manage and complete the CEOs financial transactions including uploading receipts and coding transactions.
  

• Provide administrative support to the COO and CFO as needed.
  

Manage Office Communications

• Draft communications on behalf of the CEO and Board of Directors supporting the effective and timely flow of information.
  

• Communicate and relay relevant information to key stakeholders at the direction of the CEO.
  

• Contribute to the writing monitoring and communication of NMFs strategic plan including coordination with staff to document progress and impact.
  

• Create and maintain an administrative desk manual to ensure continuity of office operations.
  

• Maintain and distribute organizational lists as needed (e.g. organizational charts email distribution lists vendor contacts phone lists).
  

• Record label file and maintain records and documents in accordance with records management procedures.
  

Relationships

• Provide mentorship to NMF administrative and program assistants to support staff development and the design of effective administrative systems.
  

• Maintain and appropriately handle sensitive and confidential information in accordance with internal policies and procedures.
  

Governance and Board Strategy

• Lead the development and implementation of governance frameworks board policies and compliance protocols.
  

• Serve as a strategic liaison to the Board of Directors supporting board engagement orientation and committee operations.
  

• Act as staff liaison to the Governance Committee of the Board of Directors coordinating agendas materials and follow-up actions.
  

• Partner with the CEO CFO and executive team to facilitate board evaluations succession planning and governance modernization.
  

Requirements

• Bachelors degree required
  

• Five (5) or more years of experience supporting executive-level individuals
  

• Excellent organizational interpersonal oral and written communication skills
  

• High level of attention to detail and strong active listening skills
  

• Demonstrated ability to exercise discretion with sensitive and confidential information
  

• Proven experience managing executive calendars and scheduling
  

• Strong customer service orientation with a commitment to quality and professionalism
  

• Proficiency in website and online applications
  

• Proficiency with Microsoft Word Excel PowerPoint Teams and SharePoint
  

• Experience using Adobe Acrobat and Zoom
  

• Highly organized adaptable creative and quick learner
  

• Ability to work independently while collaborating effectively with a dynamic team
  

• Strong problem-solving and troubleshooting skills
  

• Ability to multitask and manage competing priorities
  

• Ability to prioritize projects and meet deadlines in a fast-paced environment
  

Benefits