Executive Office Coordinator Jobs

Job Details
Remote Type
Hybrid
Position Type
Full Time
Travel Percentage
As needed
Job Category
Admin - Clerical
Description
A career at the Patient Access Network (PAN) Foundation is an opportunity for you to make a direct impact on the lives of thousands of patients and their families every year. Together, we’re an unstoppable team of dedicated patient champions who work tirelessly toward our vision of a nation where no one goes without treatment due to cost.
PAN also recognizes that caring for our team is the most vital component to our long-term success. That’s why we offer a competitive benefits package for all eligible employees - including medical, dental, and vision insurance, a 401k with employee match, and generous paid time off - and are dedicated to fostering a diverse team and equitable work environment for all. Join our team and become part of an organization providing life-changing support today!
Position Overview
As Executive Office Coordinator , you will provide valuable insight into the workings of a healthcare non-profit foundation and contribute to an integral component of PAN’s mission. Reporting to the Executive Leadership Team and Board of Directors, you provid e a high level of integrity and discretion in handling confidential information, as well as professionalism in dealing with senior executives inside and outside of the company.
The ideal candidate must possess demonstrated experience in handling important executive office decisions, participating in special projects, embracing, and executing all duties as required or assigned. The candidate must have a proven ability to work with a high attention to detail, while working independently, and have excellent communication skills and command of technology and an ability to handle highly confidential information.
Using a well-versed understanding of organizational policy, you will carry out effective and efficient day-to-day operations and special projects, responding to needs and identifying opportunities for proactive engagement to perpetuate PAN’s mission.
Executive Support

• Communicates directly, and on behalf of the President & CEO, with Board members, donors, foundation staff, and others, on matters related to CEO's initiatives.
• Completes a broad variety of administrative tasks for the President & CEO; including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex itineraries, and agendas; and compiling documents for travel-related meetings.
• Arranges all travel accommodations for the CEO including to Board meetings, conferences, etc.
• Manages executive social media accounts as needed.
• Plans, coordinates, and ensures the President & CEO's schedule is followed.
• Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, prepping materials in advance, and following up appropriately.
• Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff. Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters or other correspondence, and other tasks that facilitate the CEO's ability to effectively lead the Foundation.
• Prioritizes conflicting needs; by expeditiously and proactively addressing situations and ensuring follow-through on time sensitive projects to successful completion.
• Assist President & CEO with creation of Executive Office budget and adhere to said budget through the fiscal year.
• Work with the Human Resources department and the Executive Office to budget, plan, and facilitate staff engagement projects and activities by leading the ‘Share the Joy’ committee to promote PAN’s internal culture.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

Board Support & Liaison

• Collaborates as necessary with Chief Compliance and Privacy Officer on matters related to Board member conflict of interest.
• Manages logistics associated with the board’s annual self-assessment survey as well as CEO performance assessment survey.
• Maintains discretion and confidentiality in relationships with all board members.
• Maintains accurate record of all Board approved policies and procedures.
• Drafts Board agendas, documents, and resolutions; takes notes and records minutes of each Board and committee meeting.
• Coordinates with staff committee leads for all Board Committee meetings, maintains confidential files, and contact information; coordinates meetings, conferences, and committees both on and off site.
• Creates, distributes, and manages all Board related materials including meeting materials, required documentation, and correspondence.
• Maintains and ensures Board portal and related SharePoint site are current and regularly updated, with appropriate accessibility to Board members and leadership.
• Manages Board activities to include coordinating Board meetings, Board dinners, and new Board member orientations.
• Arranges hotel accommodations for Board members, processes travel reimbursement requests; and compiles, assembles, and distributes Board meeting materials.
• Serves as the President & CEO’s administrative liaison to the Board of Directors.
• Adhere 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 format.

Management Liaison

• Assists in coordinating the agenda of the management team and general staff meetings. Prepares an account of the meetings and designates and follows up on assigned action items.
• Participates as an adjunct member in leadership meetings including scheduling and attending meetings. Represents the CEO in designated meetings as required.

General Facility/Office Support

• Provide logistical support to PAN-rented space, as deemed appropriate.
• Maintain internal supply requests ensuring they are accurately filled in a timely manner.
• Assist with planning PAN events and assisting with any additional internal tasks as requested.
• Support staff meetings and internal training events as needed.
• Assist with PAN Foundation incoming and out-going mail as needed.
• Manage inventory of supplies (e.g., paper, office supplies, copier supplies, replacement of toner cartridges, etc.)
• Assist with logistics associated with PAN’s participation in external conferences.
• Provide onsite administrative support to the President & CEO as needed.

Qualifications
Education

• Prefer major in Business Administration or equivalent.
• Bachelor’s degree required.

Work Experience

• At least 5 years of experience in providing top-level administrative support in a fast-paced, highly professional, and compliance-oriented environment.

Skills

• Superior administrative capacity and impeccable organization to manage many projects and tasks simultaneously and to complete them with minimal oversight.
• Commitment to PAN’s mission, vision, and patient-centered approach.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Skillful execution of activities, with high attention to detail, organization, and process; ruthless prioritization.
• Forward looking thinker, who actively identifies issues and proposes solutions.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• The ability to juggle and prioritize simultaneous assignments in a fast-paced, deadline-driven environment. Must approach work with a sense of urgency. Must be flexible and proactive.
• Ability to be plugged into the culture of the organization, understanding its larger strategic goals and needs.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Emotional maturity; remains calm under pressure.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Expert level written and verbal communication skills.

Travel

• Occasional travel expected - 10-15%.

Benefits.

• Employee Assistance Program (EAP).
• Medical, dental, and vision insurance.
• Voluntary Benefits (Supplemental Life Insurance, Critical Illness, Accident Insurance, and Accidental Death and Dismemberment (AD&D).
• Employer Paid Benefits (Basic Life Insurance, Short-Term and Long-Term Disability, AD&D).
• Flexible Spending Accounts (medical & dependent care).
• Generous paid time off (PTO): including annual preventative health screening, annual mental health days, and 12 observed annual paid holidays.
• 401k with employer match up to 4%, no vesting period required.
• Health Savings Account (HSA) with High Deductible Medical Plan.

Additional Perks

• New employee referral bonuses up to $1,000.
• Tuition and professional development reimbursement.
• Work-life balance with set core organizational hours from 9:00 am to 5:30 pm EST.

COVID-19 policy
We will continue to monitor COVID-19 and the levels of community spread and adjust plans as needed. Total COVID-19 vaccination is currently required for any in-office visits or PAN-sponsored work activities. Any changes to our current remote work policy will be communicated at the time of hire.
Our commitment to diversity and inclusion
We believe that your background, identity, and unique life experiences are integral to the success of our shared mission.
PAN will not tolerate discrimination in the hiring process or in our community based on race, ethnicity, religion, age, sex, national origin, disability status, genetics, veteran status, sexual orientation, and gender identity or expression.
About The PAN Foundation
Our mission is to help underinsured people with life-threatening, chronic, and rare diseases get the medications and treatments they need by assisting with their out-of-pocket costs and advocating for improved access and affordability.
Partnering with generous donors, healthcare providers and pharmacies, we provide the underinsured population access to the treatments they need to best manage their conditions and improve their quality of life. Since our founding in 2004, we have provided over 1 million underinsured patients with over $4 billion in financial assistance, through close to 70 disease-specific programs.
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.