Temp Executive Assistant to the Chief Medical Officer (Through EOY)
The Jed Foundation
Salary undisclosed
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Description
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
- 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.
- 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.
- 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).
- 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.
- Arrangements: Coordinate and book flight, hotel, and ground transport arrangements via Rippling Travel according to the CMO’s personal preferences and schedules.
- 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
- 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.
About this role
Supporting the Chief Medical Officer at The Jed Foundation means managing the operational backbone of a senior leader's role at a nonprofit focused on youth mental health and suicide prevention. You'd work full-time through year-end (with possible extension) in a hybrid arrangement, handling the CMO's calendar across multiple time zones, email triage and crisis protocols, daily operational tracking, expense reconciliation, travel coordination, and meeting preparation. The work requires protecting designated focus time and clinical commitments while strategically accommodating high-priority requests—balancing competing demands with sound judgment.
This is a role for someone with at least three years of executive assistant experience at the C-suite level who thrives on detail and anticipating needs before they're asked. You'll need strong proficiency in Google Workspace and familiarity with HRIS and finance platforms (Rippling and Sage Intaact experience is valued). The position demands discretion with sensitive organizational and leadership information, clear communication, and genuine commitment to JED's mission around emotional health and equity. If you're organized, proactive, and energized by supporting mission-driven work in a nonprofit setting, this temporary role offers meaningful operational impact during a critical coverage period.
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Pay for this role
$40 to $50 per year
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The path into this work
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