Executive Assistant - Experience & Education and Nutrition

Job Title

Executive Assistant - Experience & Education and Nutrition

Job Description

Who We Are

Whole Health empowers and equips people to take charge of their physical, mental and spiritual well-being, and live their lives to the fullest. The mission of the Whole Health Institute (WHI) is to make whole health accessible to all people in all communities. If the Institute is successful, we will see (1) increased health and well-being (decrease in obesity, pain, chronic conditions, etc.), (2) increased self-care, (3) decreased clinical and pharmaceutical needs and decreased healthcare costs, (4) increased employee engagement and business productivity, (5) increased people’s sense of meaning and purpose, connectivity, compassion, and collective humanity.

In order to achieve these goals, the Institute will focus on redesigning what healthcare is and how we deliver it. WHI will lead the transformation of how we educate healthcare professionals in this approach and who comprises the healthcare team. We will partner with employers to address the health and well-being of their workforce, as well as align payment and policies. This work will be driven by unprecedented partnerships, both regionally and nationally, and will be fueled by a grassroots movement in Whole Health.

Through relentless focus, convening and catalyzing ongoing efforts and thought leaders, and the creation of living laboratories, WHI will drive the transformation of physical, mental, and spiritual well-being.

The Role

The primary duty of the Executive Assistant will be to provide high-level project and operational support to two Senior Directors, Experience & Education and Nutrition. This fast-paced position plays a key role in the success of the entire team.

What You Will Do

You will serve as an all-around support resource to the two assigned Senior Directors and provide overall office administration and program support, helping to ensure smooth and efficient program operations.

Core Responsibilities

Executive Support (90% of the time)
• Provide operational support to the assigned executives and executive leadership team, including scheduling meetings, conference calls, maintaining calendars, arranging travel, coordinating correspondence and processing reimbursements and expenditures
• Build and maintain strong relationships with internal team members and external stakeholders
• Design and implement a system for timely and accurate information flow to and from the assigned Directors and executive leadership team
• Anticipate the Senior Directors’ operational needs and respond adeptly to rapidly changing priorities.
• Track, monitor and follow-up on projects and action items that stem from the Senior Directors; work closely with members of the leadership to receive regular updates on outstanding items
• Participate and take notes in meetings as requested, tracking takeaways and follow up items

Special Projects and Office Operations (10% of time)
• Manage special projects as assigned (examples: assembling material for board meetings and assisting with team retreat operations and logistics)
• Manage in-office meetings, including room and equipment set up, material preparation, food and beverage ordering and set up; miscellaneous support of program managers working as part of each Senior Director’s team

Requirements for the Role

Qualifications required for your success

• 3+ years full time professional experience providing senior-level support
• Exceptional organizational skills
• Excellent attention to detail
• Project management skills that reflect the ability to perform and prioritize multiple tasks seamlessly and follow-through consistently
• A passionate commitment to goals, and the ability/willingness to adapt as those goals evolve
• Strong technical skills, including knowledge of Microsoft Word, Excel, and Outlook
• Excellent written and oral communication skills under tight timelines
• Ability to build internal and external relationships
• Strong judgment, intellectual agility, and flexibility about overall priorities and day-to-day tasks

Personal attributes that support your success

• Ability to act as a trusted advisor to principals and colleagues while demonstrating expertise and integrity
• You are helpful, a team player, and show respect while collaborating with others
• You are results oriented and exercise sound judgment in your work
• A lifelong learner, who is inquisitive and solves problems with bold thinking and innovation
• A visionary who plans for the future with imagination and wisdom
• You are dedicated to achieving excellence and work with others to tackle the tasks at hand

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement, background check and verification of being fully vaccinated for COVID-19. Vaccination exemptions as a reasonable accommodation for a qualified disability or sincerely held religious belief can be discussed at the time of an offer. In addition, you will need to provide proper identification verifying your eligibility to work in the United States on your first day of work.

The Whole Health Institute is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status of protected veteran, or any other status protected by the laws or regulations in the locations where we operate.

Basic Qualifications

• 3+ years full time professional experience providing senior-level support
• Strong technical skills, including knowledge of Microsoft Word, Excel, and Outlook
• Excellent written and oral communication skills under tight timelines