Executive Assistant

About Dr. Gordon James S. Gordon, M.D., is the Founder and CEO of The Center for Mind-Body Medicine (CMBM). A Harvard-educated psychiatrist, he is also a Clinical Professor at Georgetown Medical School and was Chairman (under Presidents Clinton and G.W. Bush) of the White House Commission on Complementary and Alternative Medicine Policy. He is a noted author and essayist, authoring or editing ten books and publishing over 150 articles in professional journals and the popular press. He has also been featured on news and television programs such as CBS 60 Minutes, Good Morning America, The Today Show, CBS Sunday Morning, and on channels such as CNN and FOX News. Dr. Gordon's most recent book is Transforming Trauma: The Path to Hope and Healing. Position Summary The Executive Assistant (EA) supports Dr. James S. Gordon, who has led efforts to relieve population-wide psychological trauma for more than 30 years. The EA will provide comprehensive administrative support to Dr. Gordon in all his activities, including speaking engagements, stakeholder communications, meetings with partners, donors, faculty and staff, and scheduling appointments. They will manage Dr Gordon's busy and fluid schedule by balancing priorities, safeguarding his time and anticipating needs and demands placed on him. The EA's responsibilities include but are not limited to: managing and prioritizing Dr. Gordon's complex calendar; arranging national and international travel; preparing agendas, correspondence, reports, and presentations; including providing layout and graphics; and coordinating event logistics and communication across departments. The EA serves as a key liaison between Dr. Gordon and internal and external stakeholders, provides technical support for virtual and phone meetings, facilitates outreach to other organizations and media, and ensures that Dr. Gordon stays focused on high-priority tasks. The EA reports directly to Dr. Gordon, and works in partnership with members of the CMBM team. He/she/they may be asked to perform other duties as assigned. Dr. Gordon is an original thinker and charismatic leader. Both as CEO and as an essayist, he has many ideas and interests, and he needs an Executive Assistant who can navigate the complexities of responding quickly to events in the world around us. The ideal candidate is detail-oriented, adaptable, compassionate, and committed to excellence; a thoughtful writer and creative designer; must be open-minded and good humored, and is deeply interested in---or at least curious about---mind-body medicine. The EA may be given additional responsibilities as needed and/or assigned. This is a hybrid position, with some travel to the DC office and to Dr. Gordon's home office approximately once or twice a week. Essential Responsibilities Administration Oversee Dr. Gordon's busy and fluid schedule, including balancing priorities, safeguarding his time, anticipating and resolving conflicts, and ensuring he is prepared for calls, appointments, meetings, and events. Manage Dr. Gordon's calendar, including scheduling appointments, sending invitations, arranging Zoom meetings, and coordinating seamless transitions between activities. Serve as a liaison between Dr. Gordon and CMBM staff, partners, and other stakeholders. Coordinate communications, track follow-up items, and ensure he has the background information and materials needed for meetings and engagements. Handle and report official expenses and reimbursements from tracking expenditures, maintaining receipts and supporting documentation, preparing and submitting expense reports, to following up for timely reimbursement. Make appointments on Dr. Gordon's behalf and coordinate and oversee some household tasks. Manage incoming and outgoing mail, such as opening, sorting, and routing correspondence; preparing and mailing packages; and fulfilling and shipping requests for Dr. Gordon's books. Screen Dr. Gordon's email, telephone, and social media correspondence, determine the appropriate response or follow-up, and escalat Organize and maintain physical and digital files, including reports, research, correspondence, works in progress, and other relevant materials. Support the recruitment, onboarding, and supervision of interns in collaboration with the Human Resources Manager. Participate in CMBM's weekly staff meetings, Dr. Gordon's weekly research meetings, and other meetings, as appropriate. Communications, Writing, and Research Support Transcribe correspondence dictated by Dr. Gordon, including researching, gathering, and inserting relevant links and attachments. Transcribe, edit, format, and organize drafts of articles, books, essays, blog posts, proposals, and other written materials. Assist with formatting and pitching essays and op-ed pieces to major publications, including The New York Times, The Washington Post, among others. Draft, schedule and publish Substack and social media posts. Prepare and format PowerPoint presentations, background materials, reports, and executive summaries for meetings, interviews, speaking engagements, trainings, and events. Conduct online research, evaluating and synthesizing information from credible sources to support Dr. Gordon's writing, presentations, and other professional activities. Collaborate with the Communications and Development teams on press releases, proposals, media outreach, publicity materials, and other external communications. Training and Travel Support Collaborate with CMBM's Communications team, program staff, and outside publicists to prepare PowerPoint presentations, publicity materials, speaker information, and background materials for trainings and public engagements. Coordinate all aspects of Dr. Gordon's domestic and international travel in collaboration with the Finance and Program Teams; responsibilities include arranging flights, lodging, ground transportation, visas, itineraries, and other travel requirements. Occasionally travel with Dr. Gordon to provide onsite support. Competencies and Experience At least two consecutive years of experience as an executive assistant, administrative assistant, or in a comparable role within a fast-paced office environment. Demonstrated ability to organize and manage multiple assignments with competing priorities, shifting needs, and tight deadlines. Strong writing, editing, proofreading, verbal communication and design skills. Ability to take accurate dictation and type at least 80 words per minute. Strong research skills, including the ability to locate, evaluate, synthesize, and clearly present information from reliable online and academic sources. Proficiency in managing social media and digital publishing platforms, including Substack, and in developing engaging written content, graphics, and animated materials for social media. Solid knowledge of the use of Microsoft Word, Excel, and PowerPoint; Gmail and Google Workspace, including Drive, Docs, and Calendar; Zoom; cloud-based storage systems; and related office technologies and willingness to assist and teach Dr. Gordon in their use. Ability to set up meeting rooms, audiovisual equipment, Zoom calls, and in-house meetings, as well as provide basic computer support and troubleshooting for desktop and laptop computers. Strong judgment, discretion, attention to detail, resourcefulness, and the ability to handle personal, confidential, and time-sensitive information appropriately. Education Associates Degree required. Bachelor's degree preferred. Physical Demands/Working Conditions The EA must be available to work full-time between the hours of 9:30 am to 5:30 pm (ET), with some flexibility to accommodate occasional scheduling changes outside of those hours as requested. This is a hybrid position, with some travel to the DC office and/or to Dr. Gordon's home office approximately once or twice a week. The EA will be required to operate standard office equipment and keyboards. Must have the ability to walk short distances, and to lift and carry small parcels, packages, and other items up to 25 lbs. Must also be able to type while actively listening to Dr. Gordon's dictations, and to read and refine onscreen text. Salary/Benefits The salary range for this position is $58,000-$65,000, depending on experience. CMBM offers health insurance to full-time employees, as well as paid time off, life insurance, and the opportunity to participate in CMBM's Dental, Vision, and 401K plans. Application Process, Timeline, and Disclaimers Applications will be reviewed on a rolling basis. No calls please. Phone screenings will begin in late July. Selected candidates will be invited to interview with Dr. Gordon at his home in Northwest DC, or via Zoom if necessary. Please note that CMBM will also confirm employment eligibility through E-Verify. CMBM is an equal opportunity employer. For more information visit CMBM has a zero tolerance policy with regard to Sexual Exploitation and Abuse by CMBM's personnel against the people they serve. The Executive Assistant will be required to comply with CMBM's code of conduct, anti-trafficking, mandated reporting, and sexual exploitation policies, as well as all other policies outlined in our employee handbook. #J-18808-Ljbffr The Center for Mind-Body Medicine