Executive Assistant, the HAVI

Brief Overview:

We are seeking an Executive Assistant (EA) for the HAVI to provide administrative and operational support for the Executive Director’s Office and the Division of Organizational Growth and Equity.

Position Description:

To heal communities affected by violence, The Health Alliance for Violence Intervention (www.thehavi.org) fosters hospital and community collaborations to advance equitable, trauma-informed care for violence intervention/ prevention programs. Our vision is to build a system of healthcare that mobilizes hospitals and communities to end violence, together.

Hospital-based violence intervention programs (HVIPs) vary in their design and scope. Essential components of HVIPs include a brief intervention to violently injured patients in the emergency department or at the hospital bedside and intensive community-based case management services following discharge. HVIP services are provided by culturally competent Violence Prevention Professionals. HVIPs are rooted in the philosophy that violence is preventable, and that violent injury offers a “teachable moment” and unique opportunity to break cycles of violence. HVIPs embrace a public health approach to violence prevention as they are grounded in data, which indicate that victims of violence are at elevated risk for re-injury and violence perpetration. This model has been the subject of numerous peer-reviewed studies indicating promising impact on injury recidivism, criminal justice contact, and trauma symptoms. HVIPs are now a recommended practice by the federal government.

The network has grown to hundreds of individuals, including physicians, nurses, social workers, therapists, violence prevention professionals, outreach workers and researchers who are affiliated with 49 member programs in the U.S., Canada, England, and El Salvador. Our goal is to support the growth of HVIPs throughout the United States. The HAVI is structured within 4 divisions: Capacity Building, Organizational Growth and Equity, Policy and Communications, and Communities of Practice.

The HAVI is a fiscally sponsored project of Health Resources in Action, Inc. (HRiA).

The EA works to build and strengthen the infrastructure in our growing organization. The EA manages the Executive Director’s calendar, engagements, and workflow, supports the Managing Director of Organizational Growth and Equity’s calendar and workflow, records detailed minutes of high-level meetings, synthesizes information from organizational databases, creates executive reports, assists with fundraising development, and manages special projects. The ideal candidate is a resourceful and collaborative problem-solver with a keen attention to detail. Additionally, the candidate is expected to manage sensitive information with discretion. We prefer candidates with experience as an Executive Assistant, and an interest in violence intervention and racial equity.

The Executive Assistant will report to the Executive Director and provide high levels of support to the Managing Director of Organizational Growth and Equity Division. This is an exempt, full-time position with a starting salary range of $65,000 – $75,000 depending on skills and experience. Due to the COVID-19 pandemic, staff are working remotely. Staff who are fully vaccinated may work in HRiA’s Boston office as desired and/or conduct in-person work activities as necessary. Since 2022, HRiA’s office has operated on a “hybrid model,” that provides Massachusetts-based HRiA employees the option to work remotely and/or in the office. This position can be fully remote or hybrid, based on the candidate.

Duties and Responsibilities:

This includes but is not limited to the following:

Management

  • Management and prioritization of the Executive Director’s day-to-day calendar and workflow to ensure sensitive and timely matters are addressed. This includes:
    • Organize appointments, meeting invitations and requests for the Executive Director.
    • Manage time for project planning and review of materials for the Executive Director.
    • Prepare agendas and materials for meetings.
    • Schedule and coordinate travel plans, accommodations, and itineraries for the Executive Director.
    • Track receipts and reconcile monthly spending for the Executive Director and Managing Director in Organizational Growth and Equity in coordination with Director of Operations.
  • Management and prioritization of the calendar for the Weekly Pulse (staff meetings), Organizational-wide Calendar, Staff Retreat Planning and Racial Equity Taskforce and Activities.
  • Develop and maintain operational systems and processes to ensure efficient and effective support for the Executive Director and Division of Organizational Growth and Equity.

Project Work

  • Work with the Executive Director to develop and refine correspondence, memos, proposals, spreadsheets, slideshows, reports, and other executive/organizational documents using multiple platforms and software programs.
  • Screen incoming correspondence and respond professionally on behalf of the Executive Director as necessary.
  • Work with the Executive Director and Managing Director of Organizational Growth and Equity to coordinate Advisory Board meetings and retreats, including preparing and distributing reports/materials in advance, preparing meeting minutes, setting up equipment, and ordering refreshments for in-person meetings.
  • Maintain and appropriately archive files related to the Advisory Board.
  • Provide administrative and project planning support for biannual staff retreats, convenings and weekly staff meetings and other activities as assigned by the Managing Director of Organizational Growth and Equity Division.
  • Provide administrative assistance to the Associate Director of Organizational Growth to maintain the organization-wide Client Relationship Management (CRM) system/database and generate specified reports for the Executive Director from the CRM.
  • Assume responsibility for time-limited special projects as assigned.

Thought Leadership

  • Be a trusted, informed point person for HAVI, clients, funders, and the community.
  • Participate in meetings as assigned by the Executive Director to record minutes and relay important information.
  • Assist Executive Director and Managing Director of Organizational Growth and Equity with identifying and implementing ways to increase systems that support the Executive Director’s work.

Business Development

  • Support in new prospecting and evaluating new business development opportunities, as needed.
  • Assist with proposal development, editing, and/or packaging.
  • Gather and prepare documentation for proposals and/or contract extensions, as needed.

Special Requirements

  • At least five (5) years of experience providing executive administrative support to senior level staff.
  • Interest in advancing the mission of The HAVI and the principles of racial equity.
  • Ability to design presentations using professional tools such as PowerPoint, Prezi, etc.
  • Strong working knowledge of Microsoft Office Suite.

Candidate Qualifications:

  • At least five (5) years of experience providing administrative support to senior level staff.
  • Interest in advancing the mission of The HAVI and the principles of racial equity.
  • Excellent time management skills.
  • Sophisticated understanding of the needs of and demands on executives.
  • Advanced writing and communication skills; able to produce professional correspondence, presentations, meeting minutes, etc. with high attention to detail.
  • Highly effective interpersonal skills and ability to interact and collaborate with staff, Advisory Board, and clients,
  • Strong customer service approach to work and projects.
  • Strong event planning skills.
  • Superior organizational skills and dedication to completing projects in a timely manner.
  • Ability to adapt to changing priorities.
  • Demonstrated initiative, resourcefulness, creativity in problem solving, and overall sound judgment.
  • Ability to treat confidential information with appropriate discretion.
  • Ability to work remotely and effectively with minimal supervision.
  • A commitment to value diversity of thought, backgrounds, and perspectives.

This description is intended to indicate the kinds of work duties that will be required in this position.  It is not intended to limit, or in any way modify, the rights of any supervisor to assign, direct, and contract work of staff under his/her supervision.  The use of a particular illustration describing duties shall not be held to exclude other duties, not mentioned, that are of a similar level or difficulty.

How to Apply:

HRiA is actively seeking to build a diverse and experienced staff. The organization encourages multiple perspectives and experiences, supports a multicultural environment, and strives to hire and retain a diverse workforce that reflects the populations we work with and the communities where we work. Diversity is a core value resulting in services, materials, resources, and programs offered with cultural humility. Our hiring and business practices appreciate the strengths offered through different backgrounds.

HRiA is an equal opportunity, affirmative action employer and is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information.

Health Resources in Action offers an attractive benefits package including medical, dental and life insurance, retirement plan, tax-deferred annuity, and generous starting vacation of four weeks.

To apply, submit your resume and cover letter online.

Please include in your cover letter experience (paid or unpaid) as it relates to this job description as well as any other relevant or adjacent skill sets. Please note that the interview process will consist of a minimum of two interviews on Zoom and a job-specific skills-based, performance task. If accommodations are required, we welcome any request at any point in the application process.



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