The Non-Exempt Executive Assistant (EA) works directly with the Global Health Advocacy Incubator team to provide administrative support and assist with coordination of projects. The EA’s administrative responsibilities include: contract and grants management; coordination, preparation and minutes for meetings; routine correspondence with staff, grantees, partner organizations, etc.; travel planning; expense report submission; maintaining files; switchboard and front desk duties; and other administrative duties as assigned. The EA will also coordinate projects, including report and presentation production, as well as, meeting and conference coordination and logistics. This position reports to the Vice President Global Health Advocacy Incubator.
- Coordinate, prepare for, and take minutes for GHAI meetings. Note taking, tracking, and follow through of action items from meetings.
- Support contract and grant processing including screening of overseas organizations, transmission of documents, and coordinating signatures.
- Receive and process invoices for payment of grantees, contractors, and vendors, as well as expense reports where relevant.
- Update, manage and maintain GHAI program calendars. Proactively identify upcoming events, deadlines and needs, and assist with associated coordination and meeting scheduling.
- Manage production of documents for major department meetings as well as itineraries and associated paperwork.
- Manage travel arrangements for relevant GHAI staff through travel and visa vendors; provide consistent point of contact/build relationship with vendors.
- Assist with the coordination of international meetings, conferences, and study tours. These duties will include travel and meeting logistics, development and coordination of meeting agendas, and coordination of visits between professional groups.
- Help develop presentations for use in internal and external meetings.
- Suggest solutions for streamlining internal processes in order to improve workflow and maximize team members’ efficiency.
- Perform other duties as directed by supervisor.
- Provide back up to the receptionist on a scheduled basis as well as on an as-needed basis. This includes greeting guests, answering phones, fielding general inquiries, scheduling conference rooms, and accepting packages or other deliveries.
- Assist staff of GHAI with other administrative and logistical needs as necessary.
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, switchboard, and other office procedures and terminology.
- Knowledge of and proficiency with a variety of computer software applications including Microsoft Word, Excel, PowerPoint, and Outlook.
- Excellent oral and written communication skills.
- Interest in public health, commitment to public interest work.
- Superior organizational skills.
- Demonstrated high degree of dependability.
- Ability to interact and communicate with individuals at all levels of the organization, both written and orally.
- Ability to organize schedules and information efficiently with exceptional attention to detail.
- High level of initiative, can-do attitude, willingness to learn.
- Ability to suggest and implement ways to make internal processes more efficient.
- Ability to work in a fast-paced, team-oriented environment while juggling and coordinating multiple projects and deadlines.
- Bachelor’s degree, preferably in a related field.
- Two (2) years administrative support or related experience. International experience preferred.
- Foreign language skills preferred.
To apply for this position, please email a cover letter, including salary history, and attach your resume to: [email protected]. Please reference the position code: EAGHAI-12 in the subject line of your email. Resumes will be accepted until the position is filled. No Phone calls please.