The Medicare Rights Center (www.medicarerights.org) is a national, nonprofit consumer service organization that works to ensure access to affordable health care for older adults and people with disabilities through counseling and advocacy, educational programs, and public policy initiatives. Medicare Rights’ unique blend of service, education, and advocacy ensures that real consumer experiences reach the highest levels of policymaking, and that policies and laws adopted at state and federal levels are translated for consumers and effectively implemented. Each year, Medicare Rights answers more than three million questions for older adults and people with disabilities through helpline and web-based assistance and collaborates with diverse stakeholders to improve the Medicare program.

The Position— Executive Assistant & Operations Associate

Medicare Rights is seeking a full-time Executive Assistant & Operations Associate. Reporting directly to the Director of Operations & Finance, with dotted line reporting to the President, this position provides important support to the overall smooth operation of the department and fulfillment of the organization’s mission. Working closely with the Director of Operations & Finance, the individual will provide general support to the operations, finance, and development functions of the organization. The position will also provide high-level executive assistance to the President. 

Specific Responsibilities

Duties and responsibilities of the Executive Assistant & Operations Associate include the following:

Executive Assistant to President (50%)

• Serve as executive liaison to the Board of Directors and Board Committees. Manage the scheduling of in-person/virtual quarterly board and committee meetings. Coordinate the production of all materials for board and committee meetings, ensuring that the board receives materials in a timely fashion. Transcribe minutes of board and committee meetings. Maintain records of all matters related to board governance (e.g., policies, committees, by-laws, minutes, financials, resolutions, election of members, new member orientation).
• Manage all logistics associated with the President’s calendar and activities, organizing meetings, sending reminders, screening incoming calls, and processing expenses.
• Maintain comprehensive and accurate archive of all important documents, as well as confidential materials.
• Organize social events for the Board of Directors, as needed.
• Prepare expense reimbursement reports.

Operations & Finance Support (20%)

• Provide financial record-keeping, including but not limited to reconciling business credit card on a monthly basis; maintaining the check log, documenting receipt of paper checks and electronic ACH payments; and running bimonthly reports from Salesforce database for reconciliation of online transactions.
• Interact with vendors and assist with processing Accounts Payable.
• Coordinate staff timesheet submissions.
• Process employee HR requests.
• Provide in-person administrative support to the NYC office, as needed, including conducting inventories of office supplies, managing the postage meter, etc. 
• Coordinate staff and management meetings and reminders.
• In collaboration with Individual Giving, prepare thank you letters to donors, ad hoc financial reports, and other general administrative support to the development function of the organization.
• Work with the President and staff in coordinating contract meeting requests and related correspondence.
• Collate, scan, and distribute mail.
• Coordinate special projects as needed and other duties as assigned.

Fundraising Administrative Support (30%)

• Working closely with the Director of Individual Giving, provide administrative support in planning and executing fundraising events, including coordinating event calendar timelines, donation tracking, and reports.
• Assist in the preparation and distribution of materials related to fundraising and events.
• Work with leadership to implement goals and strategies for events.
• Assist with the execution of post-event activities, including generating and mailing thank you letters, following up on pledges and invoices, tracking vendor payments, and reconciling income and expenses.

Qualifications

The successful candidate will be a highly motivated, organized team player. Specific qualifications include the following:

• Interest and desire to learn new skills across all functional areas of a nonprofit organization
• Empathy, kindness, and respect toward colleagues
• Strong writing skills
• Ability to communicate effectively across a broad spectrum of staff
• Ability to maintain confidentiality and protect confidential information
• Excellent organizational skills and ability to meet deadlines
• Proficiency with Office 365 applications
• Familiarity with mail merges in Word
• Experience with Salesforce or other CRM programs

The salary range for this position is from $58,000 to $62,000, and the Medicare Rights Center offers a generous benefits package.

Application Instructions

The Medicare Rights Center is committed to fostering a diverse, equitable, and inclusive workplace. We are proud to be an equal-opportunity employer and welcome applications from all qualified individuals. Please visit https://www.medicarerights.org/about to learn more about our commitment to diversity, equity, and inclusion. 

Medicare Rights supports a culture of learning and professional growth. Those who meet many but not all of the qualifications are still encouraged to apply. We kindly ask that only individuals authorized to work in the United States apply; we cannot offer visa sponsorship.  

Qualified applicants should send a cover letter and resume to jobs@medicarerights.org with “Executive Assistant & Operations Associate” in the subject line.  

Cover letter files should include the website name where you found the posting and be labeled “Last Name – Cover Letter,” and resumes should be labeled “Last Name – Resume.” No phone calls, please.