Executive Assistant - Reproductive Healthcare - Remote at Upstream USA

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Full Time

Start Date

Immediate

Expiry Date

08 Jan, 26

Salary

90000.0

Posted On

10 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Calendar Management, Communication Skills, Technical Competency, Discretion, Problem Solving, Teamwork, Initiative, Attention to Detail, Time Management, Adaptability, Confidentiality, Interpersonal Skills, Project Coordination, Presentation Skills

Industry

Non-profit Organizations

Description

Organizational Summary Contraceptive care is basic health care. Yet too many patients in the U.S. struggle to access the care they want, when they want it. A national nonprofit founded in 2014, Upstream USA partners with healthcare organizations to provide free training, education, and technical assistance to improve their contraceptive services and meet their patients’ needs – at no cost to them. Over ten years, we’ve supported 200+ healthcare partners (including primary care practices, federally qualified health centers, health systems, and more) with a transformative approach that empowers patients to access the contraceptive care where they already receive most of their healthcare. We’re on a path to partnering with health care organizations that collectively serve 5 million patients by 2030. We do not accept funding from pharmaceutical companies or the government. Our work is made possible by generous support from venture philanthropy. That privilege comes with high expectations about growth and scale and a focus on measurable outcomes and impact. We’re a 2023 Audacious Project recipient that continues to garner attention from many leading publications, including Harvard Public Health, Bloomberg, MedPage Today, Baltimore Sun, the Fresno Bee, and WBUR. We welcome individuals interested in career opportunities, partnerships, or philanthropic endeavors seeking additional information to visit our website (www.upstream.org) or email us at info@upstream.org. Position Summary 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 The hiring range for this role is $80,800 to $90,000. 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, internal pay equity considerations and will be made within the parameters of Upstream USA's compensation framework and philosophy. Hiring Range $80,800—$90,000 USD Pay Transparency 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. Other Upstream Staff Expectations All Upstreamers must be able to attend work-related in-person meetings and functions as needed. In our hybrid work environments, there is a basic expectation that our Upstreamers will ensure that their work from home setups will have reliable access to phone and Internet to ensure connectivity to their teams. At Upstream we gather for moments that matter for training, teaming and connection. Our teams come together for occasional in person meetings and organizational retreats. As part of our hybrid work practices, this travel expectation will be applicable for all Upstreamers, even those based remotely. Engage in organization-sponsored learning & development Upstream Benefits Upstream USA offers a comprehensive benefit package including medical, dental, vision, life insurance, long and short term disability, 401K with a match, generous vacation, personal, sick and holiday time off, parental leave, professional development, a fitness and cell phone allowance for all full time employees and part time employees who work a minimum of 24 hours per week. Intern positions and contingent worker roles are not eligible for benefits. Hiring Process Candidates who advance in our preliminary review process will have an opportunity to discuss the position, their employment background and lived experience with a member of our talent acquisition team by telephone. Those who advance to subsequent steps in our interview process may participate in up to three rounds of meetings by Zoom or in person and in a thought exercise/case study assignment. Each round could consist of multiple meetings with various Upstreamers. If you need anything in advance of your interviews, please reach out to your recruiter. Our Culture We are dedicated to fostering a fair and accessible talent lifecycle, ensuring that every individual has the opportunity to thrive. From recruitment to career development, we strive to create a workplace where talent is recognized, supported, and empowered to contribute meaningfully. Building a strong, representative workforce is essential to our success, and we prioritize collaboration, transparency, and shared leadership to cultivate an environment where all voices are heard and valued. Our commitment extends beyond hiring—we invest in professional growth, mentorship, and inclusive workplace practices to support long-term success for our employees. You can learn more about our organization on our career site. Upstream Careers Our goal is to attract, develop and retain exceptional people, and to create a work environment that is dynamic, rewarding and enables each of us to realize our potential. Upstream is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, genetic information, gender identity or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you have a disability or special need that requires accommodation, please let us know. Upstream USA participates in E-Verify. Upstream Headquarters 2 Oliver Street, Suite 402, Boston, MA 02109 www.upstream.org No phone calls please. Be advised that we do not ever conduct hiring interviews via text or email. Please protect yourself by learning more about our hiring practices and common red flags to look out for.

Responsibilities

The Executive Assistant will manage day-to-day schedules and provide administrative support to organizational leaders. This role includes scheduling meetings, managing travel arrangements, and assisting with the creation of presentations and documents.