CIC Health Executive Aide to the President and the General Counsel
Full Time
Cambridge, MA 02142
Posted
Job description
CIC Health Executive Aide to the CIC Health President and General Counsel
CIC Health seeks a driven, organized, energetic, and dedicated professional to serve as the Executive Aide to the President and General Counsel. Reporting directly to CIC Health’s President, you will principally support the President (60% of time) and General Counsel (40% of time), while occasionally supporting other members of the Senior Executive Team to execute shared priorities and provide office management support for the CIC Health team. This is a unique opportunity for an exceptionally detail-oriented individual who thrives in a fast-paced work environment and is looking for boots-on-the-ground exposure to a dynamic, growing startup. It also represents a unique opportunity to play a key role in helping our nation respond to the COVID-19 pandemic today and address a broader set of public health issues in the longer term.
ABOUT RACHEL WILSON, PRESIDENT
Rachel currently serves as the President for CIC Health, a public benefit corporation that launched in 2020 to provide accessible, equitable, and fast COVID-19 testing and vaccination services to communities across the United States. Prior to CIC Health, Rachel served as the Chief Operating Officer at Atrius Health, Vice President of Ambulatory Operations and Program Development at New England Baptist Hospital, Director of Surgical Services Operations and Program Development at Brigham and Women’s Hospital, Orthopedic Service Line Administrator at Rush University Medical Center, Administrative Fellow at Northwestern Memorial Hospital, and Occupational Therapist at Montefiore Medical Center. She recently concluded a six year term on the Board of Directors of the Massachusetts Chapter of the American College of Healthcare Executives. In 2022, she was named an Aspen Institute Health Innovators Fellow and was named to The Boston Globe’s Tech Power Players 50 List. In 2015, she was named to Boston Business Journal’s 40 Under 40 list and, in 2012, received the ACHE Regents Award for Early Career Healthcare Executive of the Year. Rachel holds a Master of Healthcare Administration from the University of North Carolina at Chapel Hill and a Bachelor of Science in Occupational Therapy from Elizabethtown College.
ABOUT MARIA BUCKLEY, GENERAL COUNSEL
Maria Buckley recently joined CIC Health as General Counsel. Previously, she was General Counsel, Chief Compliance Officer, Chief Privacy Officer, Chief Risk Officer and Clerk of the Joslin Diabetes Center. Maria came to Joslin from the Boston law firm Nutter McClennen and Fish LLP. She joined Nutter from Blue Cross Blue Shield of Massachusetts, Inc., where she was senior counsel. Maria regularly speaks on various healthcare, research, commercialization and governance issues. She is an active member of the Health Law Section of the Boston Bar Association and was co-chair of the Massachusetts Biotechnology Council’s Law and Policy Committee. She has a leadership role in the Association of Corporate Counsel. Maria has been active in providing pro bono legal service and is a recipient of the Massachusetts Bar Association’s Pro Bono for Law Firms Award. Maria was named a Leader in the Law by Mass Lawyers Weekly and an ONC Top 50 Corporate Counsel. Maria received a J.D. from Suffolk University Law School, and a B.S. from Boston University.
ABOUT CIC HEALTH
CIC Health – a subsidiary of CIC, is one of the fastest growing healthcare logistics and services companies in the country. We provide COVID-19 testing services to organizations such as schools, colleges, companies, elder care facilities, and others, as well as individual customers. In 2021 we were recognized by COLOR Magazine for our work on diversity, inclusion, and equity; Fast Company World Changing Ideas; MassTLC Tech Top 50, among other awards.
CIC Health is Cambridge (MA)-based, privately owned, public benefit corporation that is a subsidiary of CIC. To-date, CIC Health has delivered COVID-19 testing and vaccination services to state and city governments, educational institutions, employers, and individuals across the United States. Key milestones in our history include:
Early 2020: Cambridge Innovation Center, a global leader in building and operating innovation communities and laboratories, establishes its return to work safely playbook catching the eye of client, Nikhil Bhojwani. Nikhil introduces CIC CEO, Tim Rowe to Dr. Atul Gawande, a nationally respected surgeon, writer, and public health leader.
- Summer 2020: Recognizing an urgent need to expand COVID-19 testing to slow the spread, Dr. Gawande and Tim Rowe, founded CIC Health, a logistics company that would go on to aggregate testing demand and marry it with untapped laboratory capacity across the United States quickly becoming one of the largest COVID-19 testing companies in New England and beyond.
Winter 2020 to Summer 2021: Inspired by the work of mass vaccination sites in the United Kingdom, CIC Health, in collaboration with the Commonwealth of Massachusetts, built and operated the mass vaccination sites at Gillette Stadium, Fenway Park, Boston’s Hynes Convention Center, the Reggie Lewis Track and Athletic Center, as well as hundreds of community based locations. CIC Health was particularly effective at serving urban, diverse, and economically disadvantaged communities; among the hardest hit by the pandemic.
Fall 2021 to Spring 2022: CIC Health launches a massive state-wide school-based testing campaign in Massachusetts, Vermont, New York City and Washington schools allowing for over 1 million school days to be saved.
OUR IMPACT TO DATE
- Performed over 6.5 million COVID-19 tests across 20 states.
- Administered over 1.2 million COVID-19 vaccinations.
- Delivered net promoter scores in the 80’s for our public testing operation, 50’s for our business-to-business enterprise, and 80’s for our vaccination sites.
- Been recognized as a 2021 Fast Company World Changing Ideas Award Winner, a 2020 & 2021 Massachusetts Tech Top 50 Honoree, and a recipient of the 2021 Color Magazine All-Inclusive Award in Leadership.
- Appeared in over 1,500 media pieces including printed and digital articles, TV and radio broadcasts and mentioned in over 325 TV segments, including: CBS Sunday Morning, HBO Real Sports, The Today Show, Good Morning America, CNN, MSNBC, NPR, Telemundo, El Mundo Univision, ABC, NBC, PBS, Fox News, and CNBC.
You can learn more about CIC Health offerings here.
ABOUT CIC
CIC is a global leader in building and operating innovation communities. Founded in 1999 in Cambridge, MA, CIC is one of the first companies to offer flexible office space and co-working options, providing a platform for the world’s most impactful entrepreneurs to innovate better and faster. We have locations in Boston, Cambridge, Philadelphia, Providence, Rotterdam, St. Louis, Warsaw, and Tokyo and are growing into other cities within the US and abroad. CIC has supported over 6,000 startups, growth companies, and branches of larger organizations, representing for-profit, mission-driven, and non-profit sectors across a wide array of industries. CIC co-founded a number of mission-aligned organizations including Venture Café, CIC’s primary non-profit programming partner, and CIC Health, offering COVID-19 testing services to companies and the public.
YOUR DAY-TO-DAY WORK
You will join our CIC Health team and support its mission of helping public and private entities prevent serious pandemic-related illness and suffering by ensuring that the most effective public health interventions scale to communities everywhere. Some work will be independent while other work will require collaboration with other members of the CIC Health and CIC staff. Responsibilities will include:
1. Scheduling and administrative support:
- Master of calendar tetris: heavy calendar management (utilizing Google Calendar) involving scheduling of the President and General Counsel’s meetings and appointments, maintaining an organized calendar while determining priorities, juggling professional commitments, and adapting to last-minute changes. In this capacity, you will demonstrate a sense of ownership for ensuring not just that everything is scheduled accurately, but achieving an optimal workflow experience (not only asking “can everyone attend the meeting,” but going beyond and ensuring a positive experience for all involved both in-person and remote).
- Responding graciously and nimbly to schedule changes and conflicts, and dealing with any issues that arise, inside or outside of normal business hours.
- Acting as an internal and external gatekeeper, deciding the best use of the President and General Counsel’s time both in terms of meetings and in their project work. You would feel empowered to make decisions on behalf of the President and General Counsel while understanding which decisions they need to be a part of.
- Reserving conference rooms for large or company-wide calls such as our weekly all hands and leadership meetings.
- Reserving conference rooms (via Roomzilla) with the necessary hybrid technology for on site and/or hybrid meetings.
- Reconciling expenses and creating expense reports (both monthly expenses and travel expense reports). Serving as “internal “courier”: retrieving and delivering materials, as well as handling the ordering and distributing of food, office supplies, mail, and personal items.
- Coordinating business travel arrangements. This includes booking transportation (flights, trains, etc.), hotels, restaurant reservations and meetings while navigating various time zones.
- Handling confidential and sensitive information with the utmost discretion.
- Upon request, directly handling or delegating as much of the President and General Counsel’s email inboxes as possible.
- Reading, prioritizing, and organizing emails, responding on her behalf whenever necessary, minimizing the emails that they need to respond to directly and track follow-up.
2. Project and committee work:
- Researching and creating presentation materials for speaking or meeting engagements.
- Assisting with meeting agenda management and distribution, as well as taking minutes in meetings as needed.
- Working on projects with other teams to assist when needed. Embodying the “happy to help” mentality.
- Participating in relevant project and committee work that will enhance your other responsibilities. (ex. being an active member on the CIC Health DEIB committee).
3. Office management:
- Planning, coordinating and executing all CIC Health community events such as monthly Lunch & Learn sessions, social hours and larger company gatherings like the annual off-site company party.
- Ordering office supplies: Ensuring that the CIC Health office is fully equipped with needed materials. Tracking inventory and ordering more when needed/requested.
- Workstation setup: Purchasing, assembling and creating a “plug and play” desk setup for CIC Health employees. This includes ordering requested hardware (needs vary from team to team) and assisting with on-site support should they need it. Quarterly office deep cleanings: Working with the CIC community team quarterly to arrange for a professional office cleaning.
- Package and mail management: Collecting and distributing mail and packages on a weekly basis.
- Acting as the main “point person” for all office related requests. This includes working closely with the CIC community team to ensure office functionality, maintain appearance and cleanliness, as well as technology requests (ex. updating the video conferencing systems or key card access to doors).
- Maintaining and updating email distribution lists as employees onboard and offboard. This involves working closely with the talent team for hiring updates and the tech team for implementing the changes through Quickbase and/or google groups.
- Welcoming new hires on site. This requires in-person attendance to greet them, ensure a smooth onboarding experience, provide a walk through of the building and be their point of contact for any questions they may have.
ABOUT YOU
Our ideal candidate is a service-minded individual who is reliable, clever, and able to work independently. As CIC Health develops over and against the shifting realities of the pandemic, you will demonstrate poise, flexibility, and acuity to make week-to-week adjustments. You are a self-motivated and confident individual who can act as an intellectual support to President and General Counsel, with diplomatic grace. This role requires an excellent planner who possesses the ability to think ahead and who can identify snafus before they occur. This is not a 9-5 job. While you will be working during regular business hours, this role regularly requires project management skills and handling multiple issues as they surface in real time (mornings, evenings, weekends). There may be regular weekend work in order to keep on top of the workflow.
More specifically, as our ideal candidate, you are:
- Able to “see around corners,” anticipating the President and General Counsel’s needs and heading off potential problems.
- Detail-oriented, capable of being the first point of contact for multiple conversations, and skilled at prioritizing a wide range of tasks.
- A careful listener and reader, with excellent professional communication skills (excellent grammar, gracious phone manner, etc).
- Able to absorb a high volume of information in a short amount of time, complete requests with limited information, and learn and adapt to the team’s preferences and needs.
- Curious, eager to learn, and a self-starter: this position carries a significant level of independent responsibility; while you will have the support of mentorship from the CIC EA team, you are eager and able to dive into projects with minimal oversight or direction while also balancing day-to-day administrative needs.
- Capable of building positive relationships with your team, clients, colleagues, and vendors, and are comfortable treating everyone in these groups as your equal.
- Someone who possesses the unruffled temperament and dedication of Pepper Potts, the cleverness of Q, the problem solving abilities of Carson, the insight and seeming omniscience of Mrs. Landingham, an accuracy on par with J.A.R.V.I.S., and 30 Rock Assistant Jonathan’s desire to go the extra mile, all combined with the passion and ambition of Andy Sachs.
- Someone who is unrelentingly calm during chaos.
YOU HAVE
- At least 3-5 years of professional experience (exceptional recent college graduates may also be considered if you have relevant experience).
- Proficiency with Outlook, Google suite (including Google Sheets, Google Slides, and Google Drive), and video conferencing applications.
With the goal of prioritizing the health and well-being of our employees, a condition of employment for all new CIC Health employees is full COVID-19 vaccination by their start date. All candidates may request an exemption on the grounds of medical need or a sincerely held religious belief. Requests will be subject to review and approval by CIC Health and will only be granted if CIC Health is able to provide a reasonable accommodation.
CIC is committed to building teams that reflect the fabric of the communities we support. We welcome all candidates regardless of race, color, ancestry, gender identity or expression, religion, national origin, sexual orientation, age, citizenship, marital status, disability, Veteran status, or any other legally protected status. If you require an accommodation please let us know. We are proud to be an equal opportunity employer.
If you don't meet all the requirements or qualifications but bring some other unique skills and experience that would be valuable in this role, please apply and highlight those attributes for us in your cover letter.
OUR OFFER
- Starting compensation is $72,642.
- 100% company paid premium healthcare and dental benefits.
- 100% company paid long and short-term disability, and life insurance.
- 401k (must be 21+).
- Three weeks of vacation (more with seniority) plus thirteen holidays from the start.
ATTRACTIONS OF THE JOB
In addition to helping our clients achieve great things, we work to ensure that our employees are healthy and supported. Some of the benefits of being here include:
Fun people in a dynamic space. We pride ourselves on finding driven and bright collaborators who are eager to lend their own unique skills to the team, as well as to our inspiring clientele. The number one reason CICers say they like working here is because of their colleagues!- Personal growth. This is a great opportunity to learn and develop skills within the epicenter of the innovation community at a growing company.
- Discounted services and memberships on tools to make your life happier/healthier such as gym memberships, tech and design support, hotel stays, and other fantastic options.
- Free weekly COVID-19 testing when required to work on site.
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