Executive Assistant to the CEO

About The Center for Mind-Body Medicine

The Center for Mind-Body Medicine (CMBM) is a 501(c)(3) nonprofit organization whose mission is to help communities around the world heal from population-wide trauma. Whether impacted by war and other forms of violence, climate-related disaster, public health crises, poverty and racism, or other conditions and circumstances that can affect population-wide mental health, CMBM partners with community leaders to deploy a trauma relief model that combines evidence-based methodologies for self-care with the wisdom and cultural values of that community. CMBM has trained more than 8,000 individuals thus far in mind-body healing techniques throughout the world.

About Dr. Gordon

James S. Gordon, M.D., is the Founder and CEO of The Center for Mind-Body Medicine. 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 several books and publishing over 140 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 has authored several books, including his most recent, Transforming Trauma: The Path to Hope and Healing.

Position Summary

The Executive Assistant (EA) supports Dr. James S. Gordon, a Harvard-educated psychiatrist 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 CMBM-related activities, including speaking engagements, stakeholder communications, and meetings with partners, donors, faculty and staff. 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; 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 Zoom 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 close partnership with Dr. Gordon’s Personal Assistant (PA) to ensure seamless coordination of schedules, workflows, and priorities.

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. Dr. Gordon’s EA will help him to lead an organization that is dedicated to global healing, as well as to help him to bring his life’s work to the world.

The ideal candidate is detail-oriented, adaptable, compassionate, and committed to excellence; they are open minded, good humored, and 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 twice a week.

Essential Responsibilities:

Administration

• Manage Dr. Gordon's busy, fluid schedule. This includes balancing priorities, safeguarding time so it is used effectively, anticipating and resolving scheduling conflicts. It also requires ensuring that Dr. Gordon is prepared for calls, appointments and events, and promoting seamless transition and coordination from one activity to the next.
• Manage Dr. Gordon’s CMBM calendar (e.g. scheduling appointments, sending invites, setting up Zoom meetings) in collaboration with the Personal Administrative Assistant.
• Organize and maintain Dr. Gordon’s hard copies as well as digital files of reports, research, writing in progress, and other items.
• Serve as a liaison with CMBM stakeholders. Ensure that Dr. Gordon is fully prepared for staff and stakeholder interactions and engagements; this will include preparing and printing background information and materials for meetings and events.
• Support Dr. Gordon in the recruitment and management of intern(s), in collaboration with the HR Manager.

Communications

• Coordinate communications and the flow of information among CMBM’s staff, transcribing dictations as requested for letters and emails.
• Conduct research, prepare reports, and transcribe dictation to support professional writing endeavors.
• Collaborate in editing or drafting press releases and proposals in conjunction with CMBM’s Communications and Development teams and in outreach to media.

Writing & Research Support

• Transcribe (via dictation from Dr. Gordon) and prepare correspondence (sourcing links, adding attachments) in partnership with the Personal Assistant.
• Transcribe via dictation and format drafts of articles and books, and draft and publish blog entries and social media posts for up to 3 hours a day.
• Assist with transcribing, editing, formatting, and pitching written proposals and op-ed pieces for major publications including The New York Times, The Washington Post, etc.
• Conduct basic internet research as requested, including academic research.
• Screen personal mail, personal email, and personal phone correspondence and determine appropriate follow-up.

Training & Travel Preparation

• Collaborate with CMBM’s Communications team and outside publicists on preparing publicity materials and PowerPoint presentations. Assemble background materials as needed.
• Arrange all aspects of domestic and international travel for Dr. Gordon (flights, travel itineraries, lodging, visas, transportation), in collaboration with the Personal Assistant, the Senior Finance Manager, and/or members of the Program Team.
• Occasionally travel with Dr. Gordon to provide onsite support (meeting coordination, note-taking, expenses).

Competencies and Experience

• At least 2 consecutive years of work experience as an executive assistant or administrative assistant for a fast-paced office and/or related relevant experience is required.
• Demonstrated ability to organize assignments and tasks with competing priorities and deadlines.
• Solid writer with fast, accurate typing skills (80+wpm); ability to take dictation.
• Thorough knowledge of common computer application programs including Microsoft Word and Excel, Zoom, Cloud storage, Gmail and Google Workspace (including Drive, Docs, and Google Calendar).
• Experience researching information on the Internet; familiarity with social media and social networking sites.
• Ability to set up rooms and AV for meetings, Zoom calls, and in-house meetings, as well as minor IT support and troubleshooting for PC and laptop.

Education

Associate's Degree required. Bachelor's Degree preferred.

Physical Demands/Working Conditions

The EA must be available to work full-time between the hours of 9:30am to 5:30pm EST, 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 to Dr. Gordon’s home office approximately 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. 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

Interested applicants are invited to submit a resume and cover letter as one document. Resumes without cover letters will not be considered. The cover letter should highlight your interest in Dr. Gordon’s work and CMBM’s mission; your organizational skills; and your ability to navigate quickly shifting priorities. Applications will be reviewed by CMBM’s HR Manager on a rolling basis. Phone screenings will begin in mid October. Selected candidates will be invited to participate in a Zoom interview with the Operations Manager and HR Manager. Candidates who pass this stage will then be asked to submit a writing sample. Final candidate(s) will be invited to an in person interview with Dr. Gordon. No calls please.

Following a conditional offer of employment, candidates must successfully pass a criminal background check and credit check as a condition of employment. Please note that CMBM will also confirm employment eligibility through E-Verify.

CMBM is an equal opportunity employer. For more information visit www.cmbm.org.

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.

Job Type: Full-time

Pay: $58,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Have you included a cover letter?

Education:

• Associate (Required)

Experience:

• consecutive executive or administrative assistant: 2 years (Required)

Ability to Commute:

• Washington, DC 20015 (Required)

Work Location: Hybrid remote in Washington, DC 20015