The Senior Executive Assistant is responsible for the efficient organization and functioning of the Chief Executive Officer’s (CEO) Office. The MSH President and CEO plays an active role in global health at the international, national, and local, in addition to a core internal leadership role.
Major responsibilities of the Senior Executive Assistant include maintaining strong internal and external relationships; contributing to an open and welcoming office environment; managing external engagement, travel, and internal schedules for the CEO; maintaining records for the C-Suite; generating routine CEO correspondence; writing notes/emails of appreciation; and managing e-mail and hardcopy communications for the office of the CEO. The Senior Executive Assistant is responsible for the coordination of all activities sponsored by the CEO office including meeting management, travel arrangements, catering, and communications.
Specific Responsibilities
Management of CEO Office, Schedule, Contacts and Time (40%)
- Scheduling and organizing meetings, appointments, and other CEO commitments to ensure optimal use of time.
- Gather agenda items and supporting documents, and prepare and distribute agenda and track attendance.
- Assist with teleconferencing and videoconferencing facilities, as necessary.
- Attend meetings (if requested) take minutes, write up minutes according to a set template; track action points for follow-up.
- Book rooms, order food, and arrange for transportation, as necessary.
- Review each week’s meetings in advance and anticipate needs for preparation, printing of documents, and gathering of background materials.
- Maintain up-to-date and accessible electronic contacts list(s).
- Maintain CEO’s calendar and triage meeting requests with respect to objectives, agenda, and participants.
- Maintain and update standard procedures for OCE operations.
- Improves quality results by studying, evaluating, and re-designing processes; implementing changes.
External Engagement, Communications, and Outreach (15%)
- Maintain strong relationships with Executive Assistants and other staff at partner, funder, and other stakeholder organizations worldwide.
- Follow-up on contacts made by the CEO and supports the cultivation of ongoing relationships.
- Edit and complete first drafts for written communications to external stake holders.
- Represent the CEO by welcoming visitors, reviewing correspondence; arranging dinners and other corporate functions; answering questions and meeting requests directed to the CEO.
- Arrange CEO travel and meetings by developing itineraries and agendas; scheduling flights; booking other transportation; arranging lodging and meeting accommodations.
- Complete projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.
- Enhance CEO and MSH’s reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
Internal Communications (15%)
- Work with the Director for Internal Communications and the CEO Communications Specialist to maintain a calendar and rhythm for internal CEO communications.
- Edit and/or complete first drafts for written communications to internal stake holders, including notes of appreciation, staff award notes, and other internal communications.
- Facilitate communications and coordination among Leadership Team and MSH Board members.
Office Environment and Communications (15%)
- Help to ensure an open, welcoming, and responsive CEO office environment for staff and visitors.
- Help CEO to keep in touch with significant developments and events affecting MSH staff. Bring important matters to the attention of the CEO, especially while out of office.
- Proactively arrange touch-base meetings with visiting MSH staff, as appropriate.
- Establish clear lines of communication with administrative and professional staff throughout the organization.
- Triaging CEO’s e-mail and hardcopy mail, taking direct action and forwarding important items for action to the appropriate MSH employee Screen phone calls, forwarding, handling and/or directing them as appropriate.
- Independently draft and format letters and emails as appropriate for general and routine correspondence; mail correspondence, including potentially confidential information, both internal and external.
MSH Board and Senior Management Liaison (10%)
- In collaboration with the MSH Board Liaison, coordinates CEO engagement with the MSH Board of Directors.
- Organizes C-suite meetings including assisting in scheduling and supporting meetings as required.
- Assist in coordinating the agenda of senior management team meetings and off-sites, and all- staff meetings.
- Facilitate cross-team coordination of team travel and outreach plans.
- Convene regular information exchange and cross-learning meetings of the Leadership Team Executive Assistants.
- Assist in orientating and mentoring new executive assistants.
Organization, budgeting monitoring, and related support (5%)
- Using cloud, web and network resources, maintain accessible current and archival electronic and selective hardcopy files and records for the CEO, continually updating systems as new technologies become available.
- In collaboration with the CEO, prepare the budget and work plan for the CEO’s office, and monitor expenditures against budget through the year.
- Perform various duties, including Internet searches, as requested.
- Other duties as assigned, back-up assistance to the office of the CFO and COO as needed.
Minimum Requirements
- Bachelor’s degree and 4 years of relevant experience.
Preferred:
- Bachelor’s degree and 6 years of relevant experience.
Knowledge and Skills
- Strong work tenure and proven success in supporting C-level executives and boards of directors.
- Experience working for international organizations.
- Conscientiousness, timeliness, responsiveness, including monitoring quality of documents, presentations, and other communications from the executive.
- Interest in internal and external communications.
- Outstanding spoken and written English language communication skills with a high degree of clarity, sensitivity, and impact. Language skills in French, Spanish, or Portuguese helpful but not required.
- Willingness to attend to all aspects of running a smooth and efficient office.
- Outstanding computer skills (Microsoft Office Suite applications, including Word, Excel, PowerPoint, Google Mail, Docs and Calendar, and Internet research; experience with social media.
- Technology-savvy; familiar with network, web, and cloud-based information exchange; comfortable adapting to new computer and communication technology and troubleshooting issues.
Competencies
- Demonstrated sound judgment and discretion in dealing with confidential and sensitive information.
- Self-directed, continual learner able to work with minimal supervision to plan, prioritize and proactively manage schedules, tasks, and changing needs.
- Must be able to keep up, and adapt to changing organizational needs and priorities while managing a wide range of tasks, often with competing priorities and deadlines.
- Creates and manages effective relationships. Inspires respect, confidence and trust. Able to diplomatically handle difficult people and situations. A natural “connector” across the organization who serves as a role model for others.
- Must be approachable, even-tempered, positive and professional. Interacts with warmth and effectiveness with visitors and staff at all levels.
- A facilitator personally invested in helping both internal and external colleagues, clients and stakeholders.
- Demonstrated organization, planning, time-management, and problem-solving skills.
- Ability to work collaboratively and independently in a complex and diverse organization.
- Global awareness and cultural sensitivity with a keen sense of professional and cultural curiosity.
Physical Demands
- Keyboard use, pulling drawers, lifting papers <10 lbs.
Notes
Please upload both a cover letter and your resume in either Word or PDF format.
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
Chief Executive Officer
PI93069015
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