DEPARTMENT: Office of the Chief Program Operations
REPORTS TO: Assistant Director, Operations & Administration
ABOUT US
The Patient-Centered Outcomes Research Institute (PCORI) is an independent nonprofit organization authorized by Congress in 2010. Its mission is to fund research that will provide patients, their caregivers and clinicians with the evidence-based information needed to make better-informed healthcare decisions. PCORI is committed to continually seeking input from a broad range of stakeholders to guide its work.
POSITION SUMMARY
The Executive Assistant (EA) provides high-level, complex, and comprehensive administrative support to the Program Operations Chief. The EA is responsible for a wide variety of activities and performs administrative tasks with a sense of urgency and exceptional attention to detail. The EA serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the Chief and the Program Operations unit.
The EA must be collaborative and thrive in a dynamic, mission-driven environment. The ideal candidate will have exceptional administrative and organizational skills, the ability to work independently to complete assignments using good judgement and discretion, and a track record of self-motivation and initiative in identifying approaches to optimize support for the Chief.
DUTIES AND RESPONSIBILITIES
- Provide high-level, comprehensive administrative support to the Program Operations Chief including proactive calendar management
- Meeting management for leadership-level meetings including scheduling meetings, compiling agendas and meeting documents, disseminating materials, taking notes, and tracking action items to completion
- Serve as the primary of contact for internal and external inquiries into Program Operations and the Office of the Chief
- Coordinate Chief signature back-up and maintain the Secondary Approvers delegation document in collaboration with the Assistant Director, Operations and Administration
- Act as Program Operations lead for the Executive Director’s controlled correspondence requests
- Create, compile, and edit meeting materials (Word, Excel) including presentation materials in PowerPoint, with special attention to formatting, consistency, and accuracy. Assist the Assistant Director in managing the PSIM/Program Operations org charts (Visio)
- Work with other Program Operations administrative staff to ensure key dates are listed on the PCORI Sharepoint calendar and other PCORI-wide calendars as appropriate
- Maintains Program Operations 101 slide deck and other general knowledge presentations, coordinates new hire briefings and collaborates with the AD on unit-wide onboarding activities
- Coordinate Chief’s travel, compile expense reports, and manage speaking engagements and conference attendance
- Collaborate with the Meetings and Travel staff to plan and coordinate Program Operations retreats
- Provide back-up coverage to other administrative staff in the unit as requested
- Assist the Chief and Assistant Director with special projects and other assigned duties
Incumbent(s) in this position may be required to perform other duties and special assignments not specifically stated above.
Statements outlined in this section are designated as essential job functions in accordance with the Americans with Disabilities Act of 1990.
Required Skills
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with exceptional attention to detail
- Exceptional calendar management skills, including the coordination of managing team meetings and events
- Very strong interpersonal skills. Relationship builder who seeks team-oriented solutions, relates to people from diverse backgrounds, sectors, and experiences
- Clear and concise notetaker with the ability to capture action items, next steps and track deliverables to completion
- Ability to self-direct, take initiative, and complete assignments quickly and accurately
- Handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures
- Adept at anticipating Chief’s needs and finding the best solution by working collaboratively with staff at all levels across PCORI
- Excellent written and oral communication skills
- Maintains confidentiality, exercises discretion, and good judgment. Adept at maintaining composure and demonstrated flexibility and resourcefulness
- High proficiency in the full Microsoft Office 365 office automation and collaboration tools (Outlook, Word, Excel, PowerPoint, Teams, and Sharepoint). Zoom and Go to Meeting exposure a plus. Ability to create graphics, charts, and other data visualizations. Visio experience preferred
Required Experience
- 10+ years of administrative support, minimum of 5 years of experience supporting C-Suite level executives
- Bachelor’s degree preferred
- Applicants with relevant experience working in health research, at a funding organization/agency, or interest in public health preferred
The health and safety of our employees is a top priority. As part of that commitment, PCORI requires all employees, regardless of remote work status, to be vaccinated against COVID-19. As a prospective and/or new employee at PCORI, you will be required to comply with PCORI's vaccination policy, report your vaccination status, and provide proof of vaccination. Compliance with the policy does allow for exceptions, but those exceptions will only be granted in circumstances related to medical conditions, disabilities, and sincerely held religious beliefs. Continuing with this application indicates your intent to comply with PCORI's Mandatory COVID-19 Vaccination Policy.
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PCORI conducts background checks on all applicants.
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PCORI’s Commitment to Diversity, Equity, and Inclusion:
PCORI is an equal opportunity employer committed to diversity both internal and external to the workplace. You can learn more about our commitment to diversity, equity, and inclusion here_. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other basis protected by law._
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