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 150+ 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 are already receiving most of their healthcare.
We’re on a path to serving 5 million patients by 2030.Upstream works at the intersection of Equity, Scale, and Impact – and we do so within a defined set of resources. Our work is made possible by generous support from venture philanthropy; we do not accept funding from pharmaceutical companies. That privilege comes with high expectations about growth and scale, a focus on measurable outcomes and impact, and a deep commitment to equity.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 a highly skilled, organized, and detail-oriented professional to provide executive administrative support to the President & Chief Operating Officer. This is an exciting opportunity to join a dynamic, collaborative, and mission-driven organization by ensuring seamless execution of administrative responsibilities and supporting limited special projects.The Senior Executive Assistant will exemplify professionalism, demonstrating a strong sense of confidentiality, discretion, and sound judgment.
This position is ideal for someone who thrives in a fast-paced environment, excels at managing multiple priorities, is tech-savvy, and is exceptionally organized and detail-focused.The role involves frequent interaction with key organizational partners and stakeholders, requiring a balance of independence and collaboration to support and coordinate organization-wide initiatives.This multifaceted role encompasses a broad range of responsibilities, including executive support, relationship management tracking, data entry, and project coordination. The ideal candidate will possess advanced proficiency in handling executive and administrative tasks with accuracy, minimal supervision, and a high level of diplomacy and discretion.Work hours are flexible but typically occur between 9am-5pm EST. Occasional after hours support required to troubleshoot time-sensitive matters.
Essential Duties and Responsibilities
Calendar & Executive Leadership Support
- Proactively manage and prioritize day-to-day schedules with autonomy and an eye toward efficiency and organization; minimize redundancies
- Take the lead in managing and prioritizing complex and competing calendar demands based on the President & COO’s priorities, ongoing projects, and overall organizational needs. Oversee meeting logistics to ensure seamless scheduling and execution.
- Safeguard the President & COO’s time by ensuring sufficient preparation time before meetings, attaching relevant materials to calendar invites, and keeping files organized and accessible. Proactively block non-meeting time on the calendar to support focus and productivity. Manage and respond to internal and external requests efficiently.
- Set up virtual meetings and calls (Zoom, GoToMeeting, GoToWebinar, etc.)
- Schedule and lead logistical actions, including travel arrangements, for internal and external meetings
- Serve as an ambassador for our President + COO, functioning as a point of contact for internal and external stakeholders and partners, with consistently outstanding interpersonal skills
- Develop excellent relationships with peer Executive Assistants and coordinate meetings with assistants across functions and multiple time zones fostering collaboration and comradery
Expense Management
- Book and manage travel arrangements and itineraries
- Submit accurate expense reports in Abacus in a timely manner and follow up on invoices as needed, adhering to Upstream policy
- Follow up on expense report discrepancies and track receipts
Project Support Duties and Other Tasks
- Project support collaboration and deliverable tracking to assist in the advancement of deliverables and adherence to timelines
- Triage and track requests for information; following up as necessary to keep priorities on track; request 1:1 agendas from President + COO’s direct reports and manage priority deliverables/tasks
- Coordinate with our internal communication team as necessary to share any important updates with senior leadership.
- Creating deliverables to support work and key meetings (decks, reports, note summaries, drafts of emails)
- Help shepherd the budget for the office of the President + COO
- Track meeting activities to help inform the development of highly personalized executive communications and correspondence by preparing and occasionally drafting emails that are polished, error-free, and carefully tailored to reflect the executive’s tone and relationship
- Ensure that data (e.g., goal and KPI status) is disseminated to the President and COO at specified times
- Other duties as assigned
Required Education, Experience, Knowledge, Skills and Ability
Upstream celebrates and fosters an inclusive work environment and encourages people of all identities, perspectives and backgrounds to apply.
- A minimum of 6-7+ years of administrative support experience
- Experience supporting C-suite leaders
- Experience managing complex travel logistics in multiple geographies
- Experience processing expense reports
- Project support experience
- Demonstrates a strong sense of confidentiality, discretion, sound judgment, professionalism, and commitment to advancing the priorities of the President & COO
- 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
- Ability to organize, prioritize and coordinate multiple work activities, with the ability to meet deadlines in a fast paced and nimble work environment
- Confidence working independently, exercising good judgment, demonstrating initiative, and making informed decisions with limited direction
- Comfortable working in a fast paced environment with changing priorities
- Willingness to continuously acquire new competencies and accept new challenges
- Very strong technical competency, specifically with Zoom and Google’s G-Suite including Word, Excel, PowerPoint, Gmail and Google calendar. Experience with Salesforce, Slack, Abacus (expense processing), ADP, and Asana a plus
Attributes
- Confident and proactive self-starter and problem-solver, comfortable with taking initiative
- A high degree of adaptability to work in a rapidly growing and evolving organization
- Excellent interpersonal skills; builds and maintains positive, productive relationships with colleagues, staff, consultants, and clients
- Work well independently, possess sound judgment
- Professionalism and the ability to keep calm under pressure; capable of managing changing priorities and able to pivot as necessary as priorities change.
- Solutions oriented approach; problem solver
- Warm, positive demeanor
- Strong work ethic, committed to collaboration and process improvement, and a team oriented attitude
- Sense of humor
Valued and Non-Essential Education, Experience, Knowledge, Skills and Ability (Not required to
- Mission driven and aligned with the organization
- Experience working in nonprofit
Other Upstream Staff Expectations
- Upstream USA’s COVID-19 Vaccine Policy requires employees to have completed a COVID-19 vaccine primary series unless a medical or religious exemption is approved. As a condition of employment, newly hired employees must provide proof of their COVID-19 vaccination or, if applicable, request a medical or religious exemption.
- All Upstreamers must also 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 EDI learning & development, community engagement, and culture building activities up to 5% FTE (i.e., 2 work hours per 40 hour work week). Examples include attending trainings, conferences and summits, volunteering time, participating in local community events, mentoring and learning, participating in Communities of Belonging or Culture Council, developing language acquisition, learning universal design principles, and using professional development benefits for EDI topics, among other activities.
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 $94,400 to $110,000.Hiring Range$94,400 - $110,000USD
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, internal pay equity considerations and will be made within the parameters of Upstream USA's compensation framework and philosophy.
Attributes
The ideal candidate will embody and embrace our core values which serve as our operating principles:
- We keep our mission at the center; Upstream's mission is to ensure that equitable, patient-centered contraceptive care is basic healthcare
- We trust each other; we are reliable, empathetic, compassionately direct, and confident in each others’ ability to do the same
- We work every day to build an equitable, diverse and inclusive culture; we respect the backgrounds contexts and experiences of individuals, teams and partners in our interactions
- We bring joy to our work; we create opportunities to celebrate, connect and strengthen relationships with one another.
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.
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.
EDI Vision Statement
Internally, we envision promoting equity by reducing disparities in the Upstream talent lifecycle and engagement, cultivating a diverse workforce and inclusive culture, and fostering power sharing when we make decisions.
EDI Guiding Principles
Through Equity, both in the workplace and in contraceptive care, we address root causes that enable disparities to occur, acknowledge that different resources and opportunities may be needed to reach fairer outcomes, and implement systems-level changes that are sustainable over time.Through Diversity, we acknowledge, respect, and celebrate the collective mixture of differences and similarities of Upstreamers and our community partners. At Upstream, we value the diversity of identities at all intersections, while at the same time centering racial diversity.Through Inclusion, we succeed at creating a culture of belonging that embraces differences in identities and experiences by building trust, joy, and psychological safety.
We cherish and elevate these differences through power-sharing in how things get done internally and in service of our mission.
Communities of Belonging
Serving as employee resource groups for Upstreamers, Communities of Belonging assist in advancing our equity, diversity, and inclusion journey. They assist in instilling organizational values in our work and support our EDI vision. Open to all employees, Communities of Belonging create opportunities for leadership development, community engagement, support, and resource mobilization.
Upstream Careers
At Upstream, we embrace diversity. We nurture it and we thrive on it because it benefits our organization, our partners, and our community. 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. Learn more about working at Upstream, our values, and our commitment to Equity, Diversity and Inclusion. Upstream USA participates in E-Verify.
Upstream Headquarters
2 Oliver Street, Suite 402, Boston, MA 02109www.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.
