Executive Project Specialist - Remotely Based in Proximity to Boston (Reproductive Healthcare)

As an Executive Project Specialist at Upstream USA, you'll provide comprehensive executive support to both the Chief Development and External Affairs Officer and the CEO. This includes managing schedules, organizing meetings, and preparing materials to ensure productivity and alignment with organizational goals. Your role is pivotal in streamlining communication and facilitating project execution across teams, making a tangible impact on Upstream's mission.

To be successful as an Executive Project Specialist at Upstream USA, candidates typically need professional experience in administrative support and project execution, along with strong organizational skills. A keen eye for detail, discretion, and the ability to handle multiple tasks in a fast-paced environment are essential. While a Bachelor's Degree is desirable, it is not mandatory.

The Executive Project Specialist plays a vital role at Upstream USA by enhancing organizational effectiveness through expert administrative support. By managing executive calendars, overseeing projects, and improving communication flows, you'll help ensure that the leadership team can focus on advancing Upstream's commitment to equitable contraceptive care, ultimately improving access for patients across the nation.

Yes, the Executive Project Specialist position at Upstream USA is primarily remote, allowing you to work comfortably from your home in the Boston area. However, it does require 2-3 days in the Boston office each week, enhancing collaboration with the team and allowing for in-person relationship building.

At Upstream USA, the work culture is described as collaborative, energetic, and mission-driven. As an Executive Project Specialist, you'll be part of an inclusive environment that values teamwork, creativity, and a shared mission to improve patient care. Employee engagement and continuous improvement are at the forefront, ensuring support and development for all team members.

Upstream USA provides a comprehensive benefits package for its Executive Project Specialists, including medical, dental, and vision insurance, retirement plans with match, generous paid time off, and professional development opportunities. Additionally, they offer allowances for fitness and cell phones, reflecting the organization's commitment to employee wellbeing and satisfaction.

At Upstream USA, there are significant opportunities for career growth and professional development. As an Executive Project Specialist, you'll gain exposure to various aspects of organizational operations and leadership, allowing for networking and mentorship within the nonprofit sector focused on reproductive healthcare. Continuous learning, including participation in trainings and conferences, is encouraged.

When answering this question, be detailed about your past experiences handling complex scheduling for executives. Share specific tools you've used, methods for prioritization, and how you resolved scheduling conflicts effectively. Emphasize your understanding of organizational priorities and the importance of maintaining executives' focus on high-impact activities.

Your response should highlight your understanding of the significance of confidentiality in an executive support role. Provide examples of situations where you maintained discretion while managing sensitive information, and discuss protocols you've followed to ensure compliance and trust. It's crucial to convey a solid commitment to ethical conduct.

Use the STAR (Situation, Task, Action, Result) method to structure your answer. Describe the context of the project, what your specific responsibilities were, the actions you took to lead the initiative, and the positive impact or results that followed. Focus on your collaborative approach and problem-solving skills.

Discuss software tools you're comfortable with, especially Google Suite applications, Salesforce, and any project management platforms. Highlight how you've effectively used these tools in previous roles to enhance productivity and organization, providing specific examples where applicable.

Talk about specific strategies you use for prioritizing tasks, such as creating lists or utilizing project management software. Share a past experience where prioritization was key to meeting deadlines, focusing on your method for assessing urgency and importance while adapting to changing circumstances.

Explain your approach to relationship-building, emphasizing communication skills, active listening, and understanding stakeholders' needs. Provide examples of how you’ve successfully developed rapport with past colleagues or external partners, mentioning the outcomes that resulted from strong relationship management.

Discuss your techniques for stress management, such as time management, setting realistic expectations, and maintaining a work-life balance. Share specific instances where your ability to remain calm under pressure led to successful project execution or crisis management.

Use a specific example that illustrates your ability to navigate challenging dynamics with tact and professionalism. Describe the situation, the actions you took to address conflicts or misunderstandings, and the resolution that strengthened the working relationship.

Share strategies you use, such as establishing regular check-ins, using collaboration tools, or creating clear documentation to facilitate communication. Provide an example of a time when effective communication led to improved project outcomes across multiple teams.

Express your enthusiasm for Upstream USA's mission in reproductive healthcare and how it aligns with your values. Share what excites you about the Executive Project Specialist role specifically, highlighting aspects related to administrative support, project management, and contribution to meaningful change.