Executive Assistant to the Chief Medical Officer
Company: March of Dimes
Posted on: April 18, 2019
Executive Assistant to the Chief Medical Officer
Full Time Regular
March of Dimes leads the fight for the health of all moms and
babies. We re advocating for policies to protect them. We re
working to radically improve the health care they receive. We re
pioneering research to find solutions. We re empowering families
with programs, knowledge and tools to have healthier pregnancies.
By uniting communities, we re building a brighter future for us
We are dedicated to hiring a diverse workforce that fosters
opportunities for personal and professional development. We provide
a collaborative and supportive environment built upon our
fundamental core principles where each employee is valued. Join us
in the fight for healthy moms and strong babies.
The Executive Assistant to the Chief Medical Officer will plan,
organize and ensure sound execution of all of the CMO s daily
activities and operations of the Mission Department. S/he will
manage all internal and external logistics to ensure the CMOs
seamless transitions and timely arrival at scheduled meetings and
events as well as providing administrative support to prepare the
essential materials for presentations, video/conference calls,
board meetings, and meetings with donor/external partners. S/he
will effectively coordinate with other administrative support staff
and work collaboratively across all departments within the
Schedule & travel for Chief Medical Officer: Manage full calendar
of all meetings and travel. Prepare in advance meeting materials
with complete travel agendas. Make travel, hotel and car
arrangements for all scheduled travel. Keep CMO prepared with full
travel folder of itineraries, tickets, meeting agendas and related
documents and emails for each trip. Set up and assist with video
(Zoom) and phone conference calls both scheduling and invitations
ahead of time as well as initiating each call and making sure
proper invitations were sent and confirmed. Reconcile monthly
expenses, complete expense reports and utilize corporate credit
card expense tracking system.
Communication: Answer and direct phone calls, and provide customer
service support on behalf of CMO and the department; Obtain
information and return calls on behalf of CMO; Maintain internal
and external contact lists; Initiate and prepare general
correspondence and mailings; Open, organize and route daily
incoming mail, and respond as necessary; Bring urgent items to SVP
s attention; Exercise judgment in prioritizing requests and
communications; Monitor multiple email accounts to stay on top of
details for CMO activities and meetings
Organization: Create and maintain electronic filing system for CMO
documents, presentations, correspondences, and workload. Process
orders of office supplies and invoices. Monitor and ensure
appropriate renewals for memberships and journals, maintain files
for account and passwords.
Project Management: Assist in managing projects and initiatives
within the Mission Department or organization wide projects that
have Mission influence or components. Develop work plans for the
project that takes it from start to completion and implementation.
Ensure work plans stay on schedule, remain on budget and that key
deliverables are being met.
Department Management: Facilitate structured and consistent inter
and intradepartmental communication by ensuring routine/structured
meetings are on CMHOs calendar; agendas and materials prepared and
preparation time scheduled. Communicate with Office of President
and VP Strategy routinely to stay abreast of key project deadlines;
ensure deadlines are place on appropriate Mission Department staff
calendars. Coordinate and manage the Board meeting preparation
process and ensure deadlines on calendars and final materials
packaged and sent to President s Office.
Presentations and documents: Create, update or edit PowerPoint
presentations as directed by CMO and other senior staff. Review
guidelines for deadline submissions as well as required format for
presentations where applicable. Send presentations to appropriate
recipients ahead of meetings. Edit documents and presentations as
directed by CMO: Track changes, work on multiple drafts, and ensure
compliance with any requirements needed.
Additional tasks: Manage administrative aspects in the Mission
Department. Perform other general administrative and other
ancillary duties as required
* 5-7 years experience
* Four year college degree or equivalent experience
* Advanced knowledge of Office Suite- primarily Outlook, Excel and
* Conversant with mobile technology and social media
* Ability to produce an excellent work product under firm time
constraints; prioritize and manage multiple, simultaneous projects
* Strong ability to work independently and within a team
environment, resourceful, organized, self-starter with excellent
relationship building skills.
* Ability to juggle multiple projects, strong prioritization and
time management skills, diplomatic and adaptable to changing
situations and priorities.
* Strong verbal and written communication skills
March of Dimes provides equal employment opportunities (EEO) to all
employees and applicants for employment without regard to race,
color, religion, sex, national origin, age, disability or
* Equal Opportunity Employer/Protected Veterans/Individuals with
* Please view Equal Employment Opportunity Posters provided here.
Keywords: March of Dimes, Washington DC , Executive Assistant to the Chief Medical Officer, Healthcare , Arlington, DC
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