In this Arlington based position as Executive Assistant to the Vice President of Global Partnerships, Marketing & Communication’s office (GPMC) you will be responsible for supporting the VP to ensure in the efficient organization and functioning of her office. This is an exciting time to join GPMC as there are a number of very exciting initiatives and much growth. GPMC advances MSH’s mission by communicating our vision and impact, building new partnerships, and securing diverse new revenue sources. GPMC is comprised of three units and the Executive Assistant, in supporting the VP, will interact with all units:
- Global Partnerships, which is development of Private Sector Business;
- Marketing and Communications, which includes our talented Strategic Communications group and Capacity Building team members;
- No More Epidemics Campaign (NME), the international Campaign to prevent future epidemics of emerging infectious diseases.
GPMC advances MSH’s mission by communicating our vision and impact, building new partnerships, and securing diverse new revenue sources.
**Specific Responsibilites
**
VP schedule, contacts, time management and document creation (60%)
- Schedule and organize meetings, appointments, and other VP commitments to ensure optimal use of time.
- Maintain VP’s calendar and triage meeting requests with respect to objectives, agenda, and participants.
- Review each day/week’s meetings in advance and anticipate needs for preparation, printing of documents, and gathering of background materials.
- Independently draft and format letters and emails, as appropriate, for general and routine GPMC correspondence; mail and email correspondence, including potentially confidential information, both internal and external. Draft a regular GPMC update email.
- Assist VP in creating presentations, memos and other documents for presentation and GPMC management, by using PowerPoint, Word, Excel and other media.
- GPMC staff timesheet management, expenses management as directed by the VP, and support to the VP as a member of the MSH Leadership Team Executive Assistant Group.
- Track and maintain current GPMC and VP information, documents, and contacts through use of Google docs, Salesforce, and other filing and project management approaches.
Meeting Coordination (25%)
Coordinate and support the GPMC weekly meetings and GPMC business development and prospect meetings.
Organize regular GPMC meetings, including distribution of agendas and other supporting documentation. These meetings include GPMC weekly meetings, GPMC prospect and sales meetings, and others.
- Gather agenda items and supporting documents, and prepare and distribute agendas for all meetings for the VP, as requested.
- Book rooms, order food, and arrange for transportation as necessary for the VP.
- Schedule and, as necessary, assist with teleconferencing and videoconferencing facilities.
- If requested, attend meetings and take minutes of action points; write up minutes according to a set template; track action points for follow-up.
- Lead the GPMC retreat meeting development and administration.
Office Environment and Communications (10%)
- Help to ensure an open, welcoming, and responsive GPMC office environment for staff and visitors.
- Bring important matters to the attention of the VP, especially while VP is traveling.
- Facilitate communications with VP both internally and externally in a professional and discreet manner.
- Proactively arrange touch-base meetings with visiting MSH staff, as appropriate.
Miscellaneous (5%)
Preferred
- 5+ years of experience providing executive administrative support, including for a large organization (corporate or non-profit) with significant responsibility for external communications with key partners, donors, and/or clients.
- Experience in a large multinational corporation or nonprofit; work with Board and C-Suite
Knowledge and Skills
- Ability to work flexibly, collaboratively and independently.
- Skilled managing complex schedules and international travel.
- Demonstrated organization, planning, time-management, and problem-solving skills.
- Excellent knowledge of Google Docs, Microsoft Office Suite applications, including Word, Excel, Access, Outlook, and Internet research. Salesforce experience is a plus. Ability to adapt and learn other database programs as required.
- Meeting management skills.
Competencies
- Excellent interpersonal skills and ability to work successfully in a team environment.
- Tact and ability to work effectively with others at all levels, both internally and externally.
- Demonstrated competence to handle a variety of activities with attention to detail and quality.
- Demonstrated ability to use discretion and good judgment. Ability to maintain a high level of confidentiality and tactfulness.
- Initiative in anticipating VP’s needs and being proactive.
- Knowledge of how to navigate a multinational organization.
- Excellent communicator and problem solver.
- Ability to work flexibly, collaboratively and independently in a complex and diverse organization is required.
- Prior experience in a global health environment is preferred, but not required.
Physical Demands
- Extensive Keyboard use, Pulling drawers, Lifting papers <10lbs.
Background Information
Get an inside view as to what its like working at MSH: Eight employees describe what it’s like to work at MSH.
https://www.youtube.com/watch?v=ffaubMy-Nqc&feature=em-subs_diges
No More Epidemics is an international campaign to prevent future epidemics of emerging infectious diseases. No single player can solve this problem alone. The campaign addresses this urgent challenge by bringing together non-governmental organizations (NGOs), top experts in health systems and humanitarian relief, community organizations, academic institutions, epidemiologists and scientists, and the most innovative companies and philanthropies in collaboration with national governments and international agencies.
https://www.youtube.com/watch?v=WJ5J0fOf6xM
No More Epidemics Website link: www.nomoreepidemics.org
EEO Statement
Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status.
Reports To
VP of Global Partnerships, Marketing and Communications
PI92837195
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