Executive Assistant

Supports our 3 Vice Presidents of Practice Transformation & our VP of Monitoring, Evaluation & Learning

Position Summary

Upstream is seeking an experienced, highly organized and detail-oriented individual to provide executive administrative support to organizational leaders. This is an exciting opportunity to join an energetic, collaborative, supportive and mission-driven organization by providing flawless execution of administrative responsibilities and limited special project initiatives. The Executive Assistant will demonstrate a high level of professionalism, appreciating the importance of confidentiality, discretion and good judgment.  This role is ideal for an individual who thrives in a fast-paced environment and who is highly organized, detail oriented, tech savvy and capable of managing multiple priorities. The individual in the role will also have frequent contact with key organizational stakeholders.  This role requires the ability to work independently as well as collaboratively to support and coordinate organization-wide initiatives.

Essential Duties and Responsibilities

Calendar & Executive Leadership Support

• Manage day-to-day schedules, with an eye toward efficiency and organization
• Understand and manage competing, complex calendar priorities, based on competing priorities, current projects and overall organizational needs
• Schedule and manage logistical actions, including travel arrangements, for internal and external meetings such as: executive team meetings, full staff meetings, off-site meetings, etc.
• Support meeting coordination, writing and distributing meeting agendas and notes
• Serve as an ambassador for Upstream, functioning as a point of contact for external stakeholders and partners, with consistently outstanding interpersonal skills

Expense Management

• Submit accurate expense reports in a timely manner, adhering to Upstream policy

Other Projects & Tasks

• Assist with creation of presentations and other documents and materials to support key meetings.
• Develop excellent relationships with other organizational Executive Assistants or support roles where relevant and coordinate meetings across functions and multiple time zones
• Set up virtual meetings and calls (Zoom, GoToMeeting, GoToWebinar, etc.).
• Other administrative duties as needed

Required, Experience, Knowledge, Skills and Ability

Upstream celebrates and fosters an inclusive work environment and encourages people of all identities, perspectives and backgrounds to apply.      

Our ideal candidate will possess:

• 2-4+ years of administrative support experience
• Experienced supporting multiple C-level leaders
• Confidence working independently, exercising good judgment, demonstrating initiative, and making informed decisions with limited direction
• Outstanding communication, organizational and calendar management skills
• Ability to communicate clearly and effectively with senior leaders, external partners and internal employees. High level of discretion required
• Professionalism and the ability to keep cool under pressure
• Ability to organize, prioritize and coordinate multiple work activities, with the ability to meet deadlines in a fast paced and nimble work environment
• Teamwork orientation, with a commitment to collaboration and process improvement
• Willingness to continuously acquire new competencies and accept new challenges
• Very strong technical competency, specifically with Google’s G-Suite including Word, Excel, PowerPoint, Gmail and Google calendar. Experience with Salesforce a plus.

Other Upstream Staff Expectations

• Upstream USA’s COVID-19 Vaccine Policy requires employees to have completed a COVID-19 vaccine primary series unless a medical or religious exemption is approved. As a condition of employment, newly hired employees must provide proof of their COVID-19 vaccination or, if applicable, request a medical or religious exemption.
• All Upstreamers must also be able to attend work-related in-person meetings and functions as needed.
• In our hybrid work environments, there is a basic expectation that our Upstreamers will ensure that their work from home setups will have reliable access to phone and Internet to ensure connectivity to their teams.
• At Upstream we gather for moments that matter for training, teaming and connection. Our teams come together for occasional in person meetings and organizational retreats. As part of our hybrid work practices, this travel expectation will be applicable for all Upstreamers, even those based remotely.
• Engage in EDI learning & development, community engagement, and culture building activities up to 5% FTE (i.e., 2 work hours per 40 hour work week). Examples include attending trainings, conferences and summits, volunteering time, participating in local community events, mentoring and learning, participating in Communities of Belonging or Culture Council, developing language acquisition, learning universal design principles, and using professional development benefits for EDI topics, among other activities.

Attributes

The ideal candidate will embody and embrace our core values which serve as our operating principles:

• We keep our mission at the center; Upstream’s mission is to ensure that equitable, patient-centered contraceptive care is basic healthcare
• We trust each other; we are reliable, empathetic, compassionately direct, and confident in each others’ ability to do the same
• We work every day to build an equitable, diverse and inclusive culture; we respect the backgrounds contexts and experiences of individuals, teams and partners in our interactions
• We bring joy to our work; we create opportunities to celebrate, connect and strengthen relationships with one another.

Additional Attributes

• Confident and proactive self-starter and problem-solver, comfortable with taking initiative
• A high degree of adaptability to work in a rapidly growing and evolving organization
• Excellent interpersonal skills. Builds and maintains positive, productive relationships with colleagues, staff, consultants, and clients
• Strong work ethic and a team player attitude
• Sense of humor

Travel Requirements

This role will require up to 10 % business travel. All Upstreamers can expect a minimum of 8 days of business travel per year to attend 1-2 annual organizational retreats and two annual team/department meetings.