Title: Executive Assistant Reports to: CEO

Status: Salaried, Exempt Location: Seattle, WA, or Remote Home Office

Foundation Overview:

The Max Foundation is a fast-growing, ambitious, and deeply mission-driven non-profit global health organization that believes in a world where all people can access high impact medicines, where geography is not destiny, and where everyone can strive for health with dignity and with hope. We exist to accelerate health equity, operating with a human approach in every aspect of the work. We do this by delivering medication, technology, and services to individual patients facing cancer and other critical illnesses, focusing our energy on those who no one else is helping. We carry out our work by collaborating with team members at our headquarters based both in Seattle and in several low- and middle-income countries. We forge strong collaborations with likeminded individuals representing global health, medicine and health care, industry, and those committed to our mission and values. The Max Foundation offers a full range of programs and services, all focused on serving marginalized people living with cancer and other critical illnesses around the world. Learn more about The Max Foundation: https://www.themaxfoundation.org/.

Role Summary:

The Executive Assistant reports to the Chief Executive Officer (CEO) and provides executive support to our CEO and Board of Directors in a variety of areas in support of our organizational mission to accelerate health equity. The Executive Assistant is responsible for ensuring the seamless flow of administrative support, including complex domestic and international scheduling, coordination of meetings and travel, stewarding tasks and initiatives, and responding to assigned correspondence. The position also includes project tracking and related tasks for high level organizational projects. This role engages with a diverse group of important external partners as well as various internal stakeholders.

Responsibilities:

Reports to the CEO, with primary support to the CEO and Board of Directors, with minor additional support provided to the Executive team on cross-functional initiatives as needed

• Ensures CEO is prepared for all scheduled meetings including driving directions, scheduling ground transportation, preparing research, and securing relevant presentation materials
• Administer signature requests, tracking, and filing for key organizational contracts and liaises with internal cross-functional team to resolve follow-up actions
• Forecasts CEO’s calendar and ensures appropriate project time, travel time, necessary documentation, and all conflicts and logistics are resolved well in advance
• Performs administrative functions that support the work of the CEO including, email correspondence, creating and updating digital filing systems, copying, scanning, placing phone calls, and directing messages to other staff as necessary
• Coordinates travel arrangements for CEO & Board of Directors, both domestically and internationally, including air and on the ground transport logistics
• Serves as key point of contact and support for Board of Directors in scheduling and attending meetings, recording minutes, and distributing approved minutes
• Serves as assistant secretary of the Board of Directors and maintains related filings and board documentation
• Prepares & distributes meeting materials and agendas in advance of all Board and committee meetings
• Supports CEO with administrative Board processes including onboarding, offboarding, and paperwork resolution
• Assists CEO with formatting and proofing presentations in PowerPoint or other formats to ready them for conferences and business meetings
• Creates and maintains systems and improves efficiencies of the workflows that involve the CEO
• Ensures that the administrative aspects of the CEO’s function operate effectively and efficiently, including notary coordination, document retention, and account filing
• Liaises with accounting for expense tracking and reconciliation on behalf of CEO
• Coordinates meetings and related activities for org-wide events (ex. Home Week, Gala)
• Assists with the organizing special projects on as needed basis

Qualifications:

• Bachelor’s degree required, Master’s or relevant certification a plus
• 3-5+ years of experience supporting senior executives in a fast-paced environment as well as experience collaborating closely with cross-functional staff
• Excellent project management skills and ability to navigate in a fast-paced environment with a solid track-record of following through on commitments
• Ability to communicate clearly across diverse cultures with various internal and external stakeholders
• Experience working in a global and multicultural capacity across time zones and among diverse team
• Fluency in written and verbal English communication skills required, other language skills a plus
• Experience working in a non-profit organization, preference for an international, non-governmental organization
• Proven history of high-volume calendar and travel management with digital tools
• Capacity to multi-task, exercise initiative, and prioritize a varied and complex workload
• Capacity to handle sensitive information with the ability to mind confidentiality
• Advanced computer literacy skills in electronic office environment, including Microsoft Office, Excel, PowerPoint, and Adobe Acrobat
• Professional demeanor, patience, good humor, and the ability to handle stress and the demands of high-performance expectations

Skills and Attributes:

• Passionate about The Max Foundation’s mission and vision, and determined to lead and accomplish all goals related to current and future strategic plans
• High attention to detail and a high standard for quality work product
• Understanding of and comfortable in a global environment, with an emphasis on low and middle-income countries
• Passion for exceptional collaboration, and flexibility to do what it takes to elevate positive culture
• Comfort working in a complex, fast-paced, and high-workload environment
• Caring, humble, and people-oriented servant leader
• Resourceful, finds solutions using all available data to overcome challenges impacting the organization

Benefits Summary:

• Employer-sponsored benefits include:
  • 100% medical (including a vision provision) and dental premium coverage for employees; 50% premium coverage for spouse and/or dependents
  • Annual vacation accrual of 80 hours (increases over time), personal time accrual of 52 hours, 10 paid company holidays, and 1 floating holiday per year
  • $10,000 Basic Life and AD&D insurance coverage; Short-term disability insurance
• Additional benefits include:
  • Flexible Spending Account (FSA)
  • Optional employee covered Long Term Disability and Supplemental Life insurance
  • Eligibility for 401k plan after 3 months of employment
  • Annual professional development fund ($500/year), monthly wellness benefit (earn up to $35/month), Costco membership, and WFH/Commuter Stipend ($1,800/year)

To Apply: Visit our website at https://www.themaxfoundation.org/careers to apply. Please include a resume and cover letter

The Max Foundation is dedicated to diversity in staff and is an equal opportunity employer.