Executive Assistant - Reproductive Healthcare - Remote - Remote Eligible

Executive Assistant - Reproductive Healthcare - Remote

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
• Additional duties as assigned

Required Education, Experience, Knowledge, Skills and Ability

Upstream fosters a mission-oriented workplace and welcomes applicants of all backgrounds. The ideal candidate upholds our mission of accessible, patient-centered contraceptive care, builds trust through empathy and honesty, and contributes to a collaborative culture. They bring enthusiasm to their work, creating opportunities for connection and celebration.

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.
• Demonstrates the ability to remain focused, adaptable, and solution-oriented in the face of challenges, setbacks, or ambiguity. Approaches obstacles with a growth mindset and maintains a steady commitment to goals, even under pressure or changing circumstances; resilient.
• While we are a remotely based organization, we maintain an on-camera culture during meetings to support connection, engagement, teaming and collaboration. Must be comfortable and able to participate in this environment.

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.

Hiring Range

$80,800 - $90,000 USD

Final offers for this position will be based upon several factors including the scope of the role, market compensation analysis, position requirements, candidate's experience level and capabilities, fairness in internal pay considerations and will be made within the parameters of Upstream USA's compensation framework and philosophy.