Position Summary

Planetree, a global nonprofit organization founded in 1978 to improve healthcare experience, is growing and requires an Executive Assistant (EA) to join our highly engaged team based in Derby, Connecticut. The EA will support the Planetree Executive Team and work collaboratively with our global team to support project implementation and administration.

This is an ideal opportunity for someone who thrives in a fast-paced environment and wants to establish working relationships with high-level executives and contribute to the overall efficiency and future growth of a global nonprofit organization. A successful candidate for this role will be highly trusted, organized, and proactive with exceptional interpersonal, communication, and multi-tasking skills.

Responsibilities

Board Management

• Schedule Board and Committee meetings including arranging catering, papers distribution, attendance, etc.
• Arrange Annual Board Retreat including travel, catering, hotel contract, promotional materials, etc.
• Take and finalize minutes from Board, Committee, and other meetings as required
• Schedule new Board Director Orientation and ensure Board materials are updated and distributed accordingly
• Manage collection of Board Director Annual Disclosure Statements

Executive Assistance

• Manage Outlook calendars and appointment bookings for the Planetree Executive team
• Support expense management / submission through Expensify and travel arrangements
• Support executive speaking engagements including logistics, travel, and documentation
• Schedule meetings, take minutes, and support the Planetree Patient & Family Partnership Council (PFPC) as required
• Schedule meetings, take minutes, and support the International Partner Offices (POs) as required

Administration

• Manage administration of the PCC Certification Program and other Planetree education programs including but not limited to invoicing, attendance tracking, reminders, and distribution of materials
• Manage administration of the Planetree Fellows Program including but not limited to invoicing, tracking, expiry notification, and required updates
• Manage online invoicing and payments through PayPal as required
• Manage online Planetree Store orders and ship items as required
• Manage Continuing Medical Education (CME) administration for Planetree education activities such as the Planetree Forum and the online Advanced Communication for Physicians (ACP) program
• Liaise with IT to management email distribution lists, mailboxes, and other administrative requirements

Office Coordination

• Manage the Planetree Social Committee including planning of the Annual Team Retreat and Annual Holiday Party
• Manage weekly Huddle administration including creation of slide template, meeting schedules, schedule, meeting hosting and slide sharing, recording, and actions follow up
• Manage catering for in office events as required
• Manage deliveries and mail to and from the Planetree office
• Manage office supplies and orders from the Griffin Print Shop as required
• Manage the Planetree office phone line including forwarding calls, messages, welcome system, voicemail, etc.
• Manage all company passwords and serve as account administrator as required (such as Zoom, Adobe, etc.)
• Support and delivery upon ad hoc requests from the global team to deliver projects as needed

Teamwork & Culture

• Live and uphold Planetree’s Mission, Vision, and Values
• Partner reliably, consistently, and kindly with colleagues around the world to deliver a consistent, high-quality Planetree Experience to clients, partners, and team members
• Demonstrate and convey compassion and empathy, partnership and collaboration, and humility and openness
• Be willing to give and receive constructive, just-in-time feedback
• Contribute to Planetree’s organizational learning and development by bringing experiences and insights back to the team to drive innovation
• Complete mandatory training as required

Critical Skills

• Demonstrates interest in driving positive change in healthcare
• Demonstrates strong professional communication (written, oral, non-verbal) with individuals from a variety of backgrounds and cultures
• Able to manage multiple projects with competing priorities and timelines, and deliver high-caliber work on time / budget
• Comfortable with change and adapts comfortably to various situations and conditions

Minimum Competencies

Performance Evaluation

Performance objectives will be established at the beginning of the team member’s period of employment. These objectives will be discussed and agreed with the team member’s direct line manager. This will form the team members’ Development & Performance Plan for the year.

Performance will be evaluated by:

• Feedback on work achievements and issues by ongoing discussions and at performance evaluations
• Periodic external member / partner feedback on services provided
• Performance indicators for systems relating to the delivery of Planetree products and services
• Performance indicators for key areas of responsibility

Diversity Statement

Planetree is a non-profit 501 (c) 3 organization. We work in over 30 different countries, and value diversity in our work and our workplace. In our work, we promote respect, inclusion, and compassion towards all stakeholders in the healthcare enterprise. We encourage qualified candidates of any race, religion, creed, or orientation to join our mission-driven team.

Additional Information

All positions at Planetree require an applicant who has accepted an offer to undergo a background check. The specific checks are based on the nature of the position. Background checks may include some or all the following: SSN/SIN validation, education verification, employment verification, and criminal check, search against global sanctions and government watch lists, fingerprint verification, credit check, and/or drug test. By applying for a position with Planetree, you understand that you will be required to undergo a background check should you be made an offer. You also understand that the offer is contingent upon successful completion of the background check and results consistent with Planetree’s employment policies. You will be notified during the hiring process which checks are required for the position. 

Pay Transparency Non-Discrimination Notice – Planetree will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 

The expected base salary for this position ranges from $60,00 to $70,000. It is not typical for offers to be made at or near the top of the range. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered.

All your information will be kept confidential according to EEO guidelines.

Our privacy policy can be found here: https://www.planetree.org/privacy-policy