THE ORGANIZATION
The Purchaser Business Group on Health (PBGH) is an action-oriented non-profit with a track record of improving health outcomes, experience and affordability for consumers and purchasers across the United States.
PBGH advances quality, drives affordability and fosters equity in partnership with its members, who are some of the largest and most innovative private and public purchasers of health care, including The Boeing Company, Intel, eBay, Walmart and CalPERS.
PBGH and its members are on the forefront of implementing innovations in the health care system through purchaser-led solutions such as quality measurement and implementation of high-value care and payment models. PBGH partners with providers, policymakers and others to continuously identify, create and put into practice new strategies to support the health and overall wellbeing of employees, their families and the public.
THE ROLE
The Sr. Executive Assistant & Operations Coordinator will report to the CEO and provide administrative support to executives and be responsible for effective and efficient day-to-day operations related to board management, staff event planning, human resources, and information technology.
KEY RESPONSIBILITIES
It is expected that executive administrative support, board management, and event planning activites account for 65% of the role’s duties, while 35% of time will be spent supporting operational activities (HR, IT, and office management).
Executive Administrative Support
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Manages and prioritizes President & CEO calendar to ensure President & CEO’s time is used efficiently and effectively, including scheduling, logistics, gather information, prepare summaries and reports, and coordination/distribution of materials.
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Manages President & CEO's contacts and documents, including ensuring that contacts/activities are updated in Salesforce, files are organized in Box
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Administrative tasks including President & CEO travel and completes expense reports and coordinates with staff at external organizations on calendaring and logistics
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Calendars, manages logistics, meeting preparation, organizes and distributes materials for PBGH leadership team meetings, all staff meetings and other high-priority meetings
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Supports other executives as requested
PBGH Board of Directors Meeting Management
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Ensure board governance, procedures and actions are in accordance with bylaws.
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Proactively manages calendar invitations, logistics, coordination and meeting preparation and distributes materials for PBGH Board of Director meetings, Board Committee meetings, retreats and dinners
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Coordinates and prepares for production and distributes Board of Directors materials in partnership with President & CEO and other colleagues
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First draft of minutes at Board and Committee meetings, and monitors follow up on action items
Human Resources (HR) Management
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Processes payroll on semi-monthly basis
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Manages annual performance review cycle, preparing educational materials for staff, monitoring submissions and deadlines, compiling reports, and escalating questions to the COO as needed
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Manages recruiting function by posting jobs, scheduling interviews, and supporting hiring managers as needed
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Drafts offer letters and employee correspondence as directed by the COO
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Drafts and files various compliance reports accurately and on-time
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Updates and maintains organizational wide HR documents on shared box drive (i.e., org chart, employee handbook, policies, etc)
Information Technology (IT)
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Laisses with the outsourced IT vendor to ensure that staff are getting needed support and that issues are resolved effectively and efficiently
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Manages the list of organizational-wide software subscriptions and makes proactive recommendations when adjustments are needed to services or license counts
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Maintains a list of PBGH IT equipment and keeps track of location and condition
Office Management
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Manages operations and requests associated with the office
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Monitors main office phone line (via zoom phone) and forwards to the appropriate person
Planning for Staff Events
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In partnership with staff and staff committees, organizes logistics for all staff events such as annual retreats, leadership retreats, and social events
KNOWLEDGE, SKILLS, ABILITIES AND PRIOR EXPERIENCE
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A minimum of seven (7) years of relevant experience, including working directly with senior executives, independently managing complex calendaring and travel, and support overall nonprofit operations in HR, IT, and event planning.
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High level of proficiency with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel), file sharing (preferably Box), remote working technologies (preferably Zoom), and CRM (Salesforce). Hands-on experience in using office technology to maximize efficiency and effectiveness required.
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Demonstrated critical thinking and problem-solving skills. Highly effective organizational and project management skills and attention to detail.
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Excellent communications and interpersonal skills, including speaking and business writing skills.
- Time management and prioritization skills to handle competing and changing priorities.
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Exceptional level of professionalism and demonstrated experience in working effectively with external stakeholders (including a Board of Directors), handling sensitive and confidential information, and graciously handling changing and competing priorities.
Ability to travel up to 15% of the time to fulfill on-site coordination responsibilities.
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The role is a full-time, 100% work-from-home position that must be located in Pacific or Mountain Time zones.
COMMITMENT TO DIVERSITY
PBGH is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status or any other characteristic protected by law. PBGH strongly encourages applicants with diverse backgrounds, experiences and perspectives.
COMPENSATION
PBGH offers a competitive annual base salary of $100,000 to $115,000, year‐end bonus potential, a contributory retirement plan, comprehensive benefits and opportunities for professional growth. For more information and to apply, please visit www.pbgh.org.
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