Temp Executive Assistant to the Chief Medical Officer (Through EOY)
- Salary
- $40–$50/hr
- Hiring from
- United States
- Work type
- Hybrid
- Posted
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The Jed Foundation (“JED”) is a nonprofit organization that protects emotional health and prevents suicide for teens and young adults. By equipping individuals, families, schools, and communities with the skills, knowledge, and support to promote mental well-being, JED is committed to ensuring that all young people have the resources they need to thrive.
Position Overview
The Jed Foundation (“JED”) is seeking an experienced, detail-oriented Temporary Executive Assistant to provide 40 hour/week administrative support to the Chief Medical Officer (Dr. Laura Erickson-Schroth) during a staff parental leave. (Through EOY with possibility of extension)
This role is critical to maintaining operational continuity for the CMO and the Knowledge & Advising department. The ideal candidate must possess exceptional judgment, strong organizational and time-management skills, experience handling highly confidential and sensitive information, and the ability to proactively manage complex calendar scheduling, high-volume communications, expenses, and administrative tasks.
Position Overview
The Jed Foundation (“JED”) is seeking an experienced, detail-oriented Temporary Executive Assistant to provide 40 hour/week administrative support to the Chief Medical Officer (Dr. Laura Erickson-Schroth) during a staff parental leave. (Through EOY with possibility of extension)
This role is critical to maintaining operational continuity for the CMO and the Knowledge & Advising department. The ideal candidate must possess exceptional judgment, strong organizational and time-management skills, experience handling highly confidential and sensitive information, and the ability to proactively manage complex calendar scheduling, high-volume communications, expenses, and administrative tasks.
Key Responsibilities
1. Executive Calendar & Time Management
- Complex Scheduling: Own and proactively manage the CMO’s Google Calendar across multiple time zones.
- Calendar Guardrails & Protection: Strictly protect designated focus time ("Minimal Meeting Mondays," "Thoughtful Thursdays," and "Focus Time"), clinical commitments ("HMI"), personal drop-off/pick-up blocks ("Drop off C" / "Pick up C"), and non-negotiable "Do Not Schedule" blocks.
- Strategic Rescheduling: Evaluate negotiable blocks (such as internal 1:1 meetings or lunch) on a case-by-case basis to accommodate high-priority external or executive meetings.
2. Email Management & Executive Communications
- Inbox Triage: Monitor, organize, and prioritize the CMO's email via delegate access. Apply categorization systems (e.g., JOHN + BOARD, PR + COMMS, PRIORITY, REPLY) and archive non-essential notifications.
- Urgent Escalate & Crisis Protocols: Immediately alert the CMO via text for time-sensitive matters or crisis communications according to JED Staff Mental Health Message Response Guidelines.
3. Daily Executive Briefings & Operational Tracking
- Daily Updates Document: Maintain a daily running log of new meetings scheduled, declined invitations, proposed reschedule times, incoming shared documents, and pending platform tasks.
- Action Item Tracking: Track and route pending tasks requiring CMO approval across internal platforms (e.g., Rippling for time-off approvals/trainings and Intaact for outgoing invoices).
4. Expense Management & Invoicing
- Monthly Expense Reports: Reconcile monthly credit card purchases using Rippling Finance. Assign appropriate grant/program codes, categories, memos, and department designations ("Knowledge and Advising").
- Receipt & Invoice Processing: Source and attach required receipts ($25+) or confirmation letters. Manage incoming expert/consultant invoices, verify banking/W-9 information, and route to Finance for weekly Thursday disbursements.
5. Travel Logistics
- Arrangements: Coordinate and book flight, hotel, and ground transport arrangements via Rippling Travel according to the CMO’s personal preferences and schedules.
6. Meeting & Project Support
- Prepare meeting materials, agenda tracking, and note-taking for internal and external engagements.
- Advance special administrative projects as requested by the CMO.
Skills Knowledge and Expertise
Required
- Experience: Minimum 3+ years of executive administrative assistant experience supporting C-suite or senior executives.
- Confidentiality: Proven track record of discretion when managing sensitive organizational data, leadership communications, and confidential matters.
- Software Proficiency: High proficiency in Google Workspace (Gmail, Google Calendar, Google Docs/Sheets) and experience using HRIS/Finance software platforms (experience with Rippling and Sage Intaact is a plus).
- Communication Skills: Clear, professional written and verbal communication skills.
- Adaptability & Initiative: Exceptional attention to detail, proactive problem-solving abilities, and the capacity to anticipate executive needs independently.
- Mission Alignment: Commitment to promoting emotional health and suicide prevention for young adults, as well as alignment with JED’s core values regarding diversity, equity, inclusion, and antiracism.
Success Metrics
- The CMO’s calendar, travel, and expenses are managed proactively with minimal conflicts.
- Special projects and meetings receive reliable follow-up and preparation support.