Position: Executive Assistant

Organization Description

The Center for Mind-Body Medicine (CMBM) is a non-profit educational organization founded in 1991. Our mission is to make self-awareness, self-care, and group support central to all healthcare; the training of health professionals; and the education of our children. Founded and directed by Dr. James S. Gordon, CMBM uses an evidence-based model of self-care, self-awareness, and group support to promote population-wide healing and personal transformation. CMBM has worked with communities in wartime, post-war, and natural disaster situations, including working in Kosovo, Gaza and Israel, Southern Louisiana post-Katrina, Haiti following the 2010 earthquake, and with Syrian refugees in Jordan, as well as with first responders after 9/11, in Newtown, Connecticut following the tragedy at Sandy Hook, and with active duty military and veterans across the country. Our work has been published in major academic journals where findings, in Kosovo and Gaza, have demonstrated that CMBM’s model may reduce symptoms of posttraumatic stress disorder by 80%.

Position Summary

The Executive Assistant (EA) provides administrative support for the Executive Director’s (ED’s) office, which includes managing the ED’s calendar, making travel arrangements, assembling background materials for meetings and events, acting as a liaison with donors, partners, and the public, taking dictations, providing front-line reception services, conducting research and preparing reports to support the ED’s writing, and coordinating communications and the flow of information among the ED’s management staff. The EA handles special projects or assignments that are confidential and sensitive in nature. When the ED sees patients, the EA will schedule, greet, and process billing for patients as well as manage patient files. The EA will also assist the Communications Director to coordinate book tour events and manage social media platforms. In addition, the EA will manage daily household tasks while coordinating with the housekeeper.

Position Responsibilities

  • Oversees daily administrative operations and ensures they run smoothly for the ED.
  • Manages the ED’s calendar of meetings, events, and travel, using electronic calendar software.
  • Schedules internal and external meetings for the ED.
  • Based on a complete understanding of the ED’s priorities and requirements, prioritizes issues and requests according to urgency and allocates time on the calendar.
  • Manages the flow of action items, deadlines, and briefing materials for meetings, events, and travel.
  • Researches, gathers, and compiles background information, briefing materials, presentations, and talking points for the ED.
  • Taking dictations.
  • Makes high-level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy. Establishes and maintains effective and cordial communications with all individuals associated with the ED and their staff, including CMBM Board members, donors, interns, and prospective donors.
  • Places outgoing and receives incoming telephone calls; processes mail; receives visitors to the ED.
  • Responds to inquiries from faculty, staff, students and the public on behalf of the ED.
  • Handles the details of a variety of correspondence and matters on behalf of the ED, including coordinating the signing of gift agreements in a timely manner.
  • Investigates issues and problems; drafts and prepare responses to urgent requests.
  • Forwards situations and issues presented by staff, faculty and external constituents to appropriate staff members for resolution.
  • Develops and implements efficient and effective systems for sharing and managing information, projects, and communications to ensure accurate and timely responses.
  • Maintains electronic and paper files for the ED office; Maintains electronic rosters and contact lists.
  • Works on special projects as needed, including reports and presentations.
  • Coordinates with housekeeper on various house tasks.
  • Manages social media and communications.

Experience and Competencies Required

  • Bachelors degree in related area and/or equivalent experience/training.
  • The EA must have sound judgment, diplomacy skills, and the ability to take initiative. Must also have exemplary skills and knowledge in the following areas.
  • Proven ability to organize assignments and tasks with competing priorities and deadlines. Ability to act upon the broad goals of an executive office and understand their implications for the EA’s daily and weekly goals and tasks.
  • Strong skills to communicate effectively and diplomatically, both verbally and in writing, with the ED, managers, staff, faculty, alumni/donors, and interns.
  • Understanding or ability to quickly gain understanding of The Center For Mind-Body Medicine culture and mission.
  • Thorough knowledge of common computer application programs including Microsoft Word and Excel, Gmail, Cloud storage, Google Drive, and Google Calendar.
  • Facility with social media.
  • Fast typing skills.
  • Adaptable, flexible, and excels under pressure.
  • Strong service orientation.
  • Ability to research information on the Internet.
  • Analytical skills to research and present information and data in formats as appropriate.
  • Ability to use high-level discretion and maintain a high level of confidentiality.
  • Ability to set up rooms and AV for meetings, Skype calls, and in-house meetings, as well as minor IT support and troubleshooting for PC and TV.

Location and Travel Requirements

Based in the Cleveland Park neighborhood in Washington, DC.

Application Process

Please email your cover letter, two writing samples, and resume to [email protected].

Please also fill out this google form https://goo.gl/forms/Bfp6dcCkgbbXNPqW2