Public Health Institute · 1 week ago
Executive Assistant to the President & CEO
Oakland, CA
Full-time
Hybrid
Senior Level
$86K/yr - $127K/yr
7+ years expThe Public Health Institute (PHI) is an innovative nonprofit organization focused on enhancing public health on a global scale. They are seeking an Executive Assistant to the President & CEO who will provide comprehensive administrative support, manage complex scheduling, and serve as a liaison to the board of directors and senior management. The ideal candidate will thrive in a dynamic environment and possess strong executive support skills to help the CEO manage their daily responsibilities and special projects.
CommunitiesFitnessHealth Care
Hiring Manager
Laura B. Cabrera
Responsibilities
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
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
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
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 advance of meetings
Plans, coordinates, and tracks follow-ups after meetings, and reports progress and close out to the CEO
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
Leads, coordinates, and tracks moving contracts through approval, payment, monitoring of deliverables to ensure on time, and close out processes for contract work under the office of the CEO
Uses tools and technology for effective calendaring, scheduling, documents management, and project management
Provides basic IT support and troubleshooting for the executives’ office equipment and software. Requests support from the IT department when needed
Prepares presentations, documents, correspondence, memos, email, reports, and forms
Uses technology effectively such as ShareFile, SharePoint, and other tools for filing and easy access to documents for the executives
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 the CEO
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
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 and work plan for Board meeting preparation, 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
Assists in scheduling all ELT meetings, 1:1 meetings, and off-site meetings
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
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 with a highly professional manner 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 a timely manner
Initiates communications to get background for meetings with new partners
Works with the Development team in coordinating the CEO’s outreach
Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
Serves as the PHI secondary point of contact for the Central in-person office space with building management
Performs general office support functions as needed such as handling mail, purchasing office supply, and managing office inventory
Models a culture of service, ethics, professionalism, can-doism, and continuous improvement in the organization
Performs other duties as assigned
Qualification
Required
Seven years of progressively increasing administrative and/or project management experience, including experience supporting an elected official of an organization
Associate degree, or substitute with two additional years of related experience
Demonstrated ability to exercise independent judgment in managing a complex, fast-paced executive office, including making real-time decisions about scheduling, priorities, and tradeoffs with minimal direction
Strong problem-solving and decision-making skills, including the ability to anticipate needs, assess urgency and strategic value, manage competing priorities, and protect the CEO's time in a dynamic environment
High level of situational awareness and comfort operating with ambiguity, enabling effective prioritization, appropriate escalation, and sound judgment without reliance on detailed instructions
Exceptional administrative, organizational, tracking, and follow-up skills, with the ability to manage multiple workstreams seamlessly and with strong attention to detail
Ability to develop, refine, and maintain effective executive office systems, workflows, and tools that evolve with organizational and CEO priorities
Capacity to quickly learn and apply organizational context—including mission, strategy, leadership dynamics, governance, and external relationships—in daily decision-making
Clear, confident written and verbal communication skills, with professionalism and diplomacy to represent the CEO with internal and external stakeholders, including the ability to push back, clarify, and negotiate when needed
Strong discretion, professionalism, and emotional intelligence, including the ability to handle sensitive, confidential, and high-stake matters with care
Proven ability to build strong working relationships with staff, Board members, donors, and external partners; experience working with a Board of Directors preferred
Highly resourceful team player who is also effective working independently and taking ownership of outcomes
Ability to develop and analyze budgets
Proficiency with executive office and collaboration tools, including Microsoft Outlook, Word, Excel, PowerPoint, Teams, Planner, Forms; Google Docs; Zoom; and related document, scheduling, and project management systems (e.g., SharePoint, Smartsheet)
Strong alignment with PHI's mission, vision, and values
Company
Public Health Institute
Public Health Institute offers programs and services that aim to promote health, well-being, and quality of life
501-1000 employees
H1B Sponsorship
Public Health Institute has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (1)
2024 (1)
2023 (2)
2022 (2)
2020 (1)
Funding
Current Stage
Late StageTotal Funding
$13.4MKey Investors
The California EndowmentHealth Resources and Services Administration
2022-06-12Grant· $3.5M
2022-02-10Grant· $9.9M
Leadership Team
Mary Pittman
President and CEO
Melissa Stafford Jones
President & CEO
Recent News
vermontbiz.com
2025-06-15
Company data provided by crunchbase