Executive Assistant

Status: Full-Time

Reports To: Executive Director

Start Date: March 2025

Location: East Orange, NJ (Hybrid, Tuesdays and Thursdays in office)

Salary: 55k-65k

Commensurate with the candidate's experience

ABOUT PHEI:

The Perinatal Health Equity Initiative is a Black female led, 501c3 nonprofit organization dedicated to eliminating disparities in Black infant and maternal health in New Jersey. We do this by providing direct clinical care, advocacy, policy, education, research, and community engagement. We are rooted in Reproductive Justice, Social Justice, and utilize an anti racist framework designed to create health equity for Black mamas. We are also the Largest group of Black Lactation Specialists in the State of New Jersey. Our offices are based in East Orange, New Jersey and provide support to the surrounding communities.

At The Perinatal Health Equity Initiative (PHEI), we are dedicated to putting Black mamas first, driven by a deep love and passion for their well-being. Our mission is to meet the needs of Black mothers by amplifying their voices and partnering with them to reimagine a better future for Black mamas and their babies. As a team member, you will be expected to uphold the highest standards of ethics, operating with integrity and accountability to serve our communities with unwavering moral clarity. We strive to create an environment grounded in ethical principles, fostering trust and respect among our team and the families we support.

POSITION SUMMARY:

At the Perinatal Health Equity Initiative (PHEI), we’re experiencing a strong period of growth as we’re set to open New Jersey's first and only Black Maternal Health Center that will serve as a women’s health clinic, community center and our new headquarters dedicated to Black Mamas and is scheduled to open in March 2025. To continue this trajectory, we’re searching for a highly qualified Executive Assistant to work closely with our leadership team. From Day One, this person will have an immediate impact on our productivity and expansion efforts by aiding in our new strategic initiatives, providing support for our programs and communicating objectives to departments for optimal efficiency and transparencies.

ROLE OVERVIEW:

PHEI is seeking a highly organized and proactive Executive Assistant to help the leadership team expand and advance our programmatic and organizational goals as well as support our new strategic initiatives. Beyond the core responsibilities of schedule and calendar optimization and travel coordination, the Executive Assistant will collaborate with internal teams and external partners, bringing administrative expertise and a strategic mindset. This position partners closely with the Executive Director as well as the rest of the leadership team and may require flexible hours and occasional travel.

Our ideal candidate excels as a proactive problem solver that can demonstrate polished communication skills when interfacing with both internal teams and external stakeholders. You are able to anticipate problems and proactively develop solutions before they arise. Above all, you are inspired and motivated by the impact of maternal health and reproductive justice.

KEY RESPONSIBILITIES:

Executive Support

• Calendar Management: including managing the calendar, scheduling meetings, coordinating travel arrangements, optimizing efficient time management and prioritizing commitments.
• Email Management: including prioritizing communications and highlighting important and time-sensitive information to ensure the Executive Director’s time is spent on high-priority matters. Additionally on occasion, drafting emails, meeting agendas and minutes, all-staff communications, and other planning memos.
• Fielding Inquiries: including research and follow ups on incoming communication. Determines appropriate course of action, referral, or response. Serves as a trusted gateway for all executive office communications, exercising judgment on urgency and routing.
• Act as a Liaison: including facilitating connections between staff and stakeholders alike. This may include summarizing communications and attending meetings to organize takeaways.
• Logistics Management: including coordinating all meeting logistics, preparing agendas, and ensuring that the Executive Director is well-prepared with necessary materials.

Administrative Support

• Prioritization Management: including tracking the Executive Director’s daily, weekly and long-term commitments, goals, projects, tasks and deadlines, giving a run of day, ensuring that the most critical and time-sensitive responsibilities are handled first and aiding in any external commitments.
• Meeting Management: including preparing documents and materials for meetings, presentations, and speaking engagements. This may also include coordinating and organizing board meetings.
• Administrative Management: providing assistance in any ad hoc or necessary areas such as supporting the new office move, aiding in research or fundraising initiatives, ensuring facilities and office equipment are always in good working order and processing monthly expense reports on behalf of the leadership.

REQUIRED SKILLS AND QUALIFICATIONS

• HS Diploma or equivalent, associate degree preferred.
• A minimum of 5 years administrative experience, with a preference for 2 or more years of executive support experience.
• Exceptional written and verbal communication skills.
• Detail-oriented with excellent time management and organizational skills.
• Proactive problem solver that has a high level of professionalism
• Ability to maintain strict confidentiality and exercise discretion.
• Flexibility to travel and possible flexibility for working evening hours for events; if needed.
• Strong Proficiency with Google Suite, Zoom, Asana and an aptitude for learning new software and systems
• Preference for those passionate or open to learning about maternal health care. Models a commitment to creating and reinforcing a transparent, accountable and mutually respectful work environment.
• Ability to work independently and as part of a team.
• Valid driver’s license, legally required car insurance, and use of a personal vehicle during business hours.
• Flexibility with work schedule – schedule requires some evenings, weekends and air travel.

PERSONAL ATTRIBUTES

• Passionate about the mission and goals of the Perinatal Health Equity Initiative.
• Ability to work independently and as part of a team.
• Strong commitment to ethical practices and integrity.
• Adaptable and able to thrive in a dynamic, fast-paced environment.
• Critically discerning as it pertains to communication and escalation of risks

EXPECTED HOURS OF WORK

Standard days and hours of work are Monday through Friday, 9 a.m. to 5 p.m. EST. The Executive Assistant is expected to work 40 hours per work week with a minimum in-office commitment of 2 days per week.

TRAVEL

Location: This position is based in the East Orange NJ with some required travel throughout the state of New Jersey

Regular domestic travel of up to 15% is expected for organization site visits, events, meetings, and conferences.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this role and scope. This job description will evolve to accommodate changing role requirements over time and the organization's growth.

COMPENSATION & BENEFITS

• Health and Wellness: Comprehensive medical, dental, and vision insurance plans to keep you and your family healthy.
• Financial Security: Competitive salary, retirement savings plans, and life insurance options to ensure your financial well-being.
• Work-Life Balance: Generous paid time off, including vacation days, holidays, and sick leave, as well as flexible work arrangements to help you maintain a healthy work-life balance.
• Professional Development: Opportunities for continuous learning and career advancement through professional development programs,and access to conferences and workshops.
• Supportive Environment: A collaborative and inclusive work culture that values transparency, autonomy, and ownership, providing a supportive environment where you can thrive.

Anti-Discrimination Policy

PHEI does not discriminate against applicants or employees because of race, gender,

ability, religious creed, national origin, marital status, age, or any other characteristic

protected under applicable federal or state law.