Executive Assistant

About Boston Community Pediatrics

Boston Community Pediatrics (BCP) is starting a movement to change the way healthcare is delivered to all children, regardless of income. Join us!

BCP is a nonprofit pediatric private practice in Massachusetts, the first of its kind. Its mission is to bring equity to pediatric healthcare by offering underserved patients direct access to their primary care provider through traditional medical office visits, telemedicine, and mobile medical services while providing comprehensive, prevention-oriented healthcare, care navigation services, and integrated behavioral health services.

About the Executive Assistant

BCP is currently seeking a motivated and professional Executive Assistant to play a critical role in the organization as we grow in Boston. The Executive Assistant will be someone who has exceptional project management and communication skills, is highly detail-oriented yet flexible, takes tremendous pride in their work, and strives for excellence. They will be go-getters who can function independently and thrive in a start-up environment. This individual will provide administrative support to BCP’s Founder, overseeing various administrative projects and supporting the operational function of a busy office. This role will report directly to BCP’s Founder and will work closely with BCP’s Chief of Staff.

Responsibilities

In this exciting role, you will be responsible for a variety of critical operational responsibilities including:

Leadership Support

• Maintain the Founder’s calendar, including scheduling internal and external meetings. Exercise discretion in committing time and evaluating needs.
• Organize and prepare the Founder for meetings, including gathering documents and attending meetings logistics.
• Determine the priority of matters of attention for the Founder and redirect matters to other staff to handle, or handle matters personally, as appropriate.
• Keep the Founder advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Attend selected meetings and take notes of discussions; prepare the initial draft of minutes/ summaries.
• Complete a variety of special projects including creating PowerPoint presentations, Canva reports, and a variety of other documents.
• Other additional and/or alternative duties are assigned occasionally, including supporting other leaders as needed, primarily the Chief of Staff.

Board Coordination and Support

• Schedules Board meetings and other correspondence with the Board as needed
• Note-taking at Board meetings and minute preparation
• Corresponds with Board members and follow-up on votes taken outside of meetings
• Maintain Board members’ annual requirements
• Support the Founder, Board of Directors, and others, in collaboration with the Development Associate, with donor cultivation efforts (arranging meetings, providing background research, sending communications)

Volunteer Management & Event Support

• Manage in-kind donation drives and coordinate all of the logistics with recruiting and supporting volunteer participation in these drives.
• Provide coordination and logistical support for all BCP events as appropriate.
• Assist with volunteer scheduling and organization
• Assist with scheduling and managing intern projects outside of the care navigation and wellness department

Nonprofit Partnerships

• Coordinate nonprofit partnership donations on a monthly basis, such as Hope and Comfort, Diaper Circle, Cocotree Kids, Dignity Matters, TBE Table, and others.

Provider Support

• Track and manage providers' credentialing documents and schedules, including paying hospital fees
• Maintain a database of what documents need to be sent to different hospitals for each provider

General Office Support

• Manage the weekly lunch orders and Friday breakfast
• Assist with ordering supplies such as food and produce for the office
• Assist with basic HR functions in collaboration with the Chief of Staff, such as onboarding new staff members and creating and updating orientation documents and information
• Assist with the scheduling and preparation of staff appreciation events and activities
• Assist with set-up of patient events when needed (setting up monthly Baby Group)
• Assist the Chief of Staff with compliance issues, especially as this pertains to staff
• Assist with general office functions
• Support other projects and tasks as needed

Qualifications

• A passion for BCP’s mission and the movement of seeking a more equitable approach to health care.
• Exceptional written and verbal communication skills, including experience interacting with internal and external parties.
• Ability to work on multiple projects, adjust quickly to shifting priorities, meet deadlines, exercise good judgment, and handle high-pressure situations.
• Outstanding organization skills and high attention to detail.
• Flexibility and adaptability with a strong work ethic and an entrepreneurial spirit.
• Energetic, enthusiastic, and interested in learning within a fast-paced, fast-growing organization.
• Ability to take initiative and anticipate potential project complications or needs before they arise.
• Understands the confidential nature of the work and operates with high integrity and discretion.
• Strong computer skills (PowerPoint, Canva) and experience with the ability to learn donor databases (Salesforce).
• Bachelor’s degree or equivalent experience required.

BCP offers a supportive work environment, a competitive salary, and a complete benefits package. We are seeking an experienced, energetic, and positive addition to the team who is passionate about our mission and building interpersonal relationships. BCP is an equal-opportunity employer. We celebrate diversity of all kinds in every aspect of our organization, and we are committed to co-creating a workplace where everyone feels heard, valued, and respected.