Organization: Jhpiego
Country: United States of America
Closing date: 10 Aug 2016
Responsibilities:
Supports Vice President (VP) with day to day activities such as, but not limited to calendar management, scheduling and supporting conference calls and meetings, successfully processing documents for approvals in a timely manner, and in the VP’s absence, ensures requests for action are communicated to appropriate staff and approvals are handled to prevent delays
•Prepares and submits travel requests (air and land), visa applications, travel advances, international phone plan (for trips) and submits expense reports for VP, and unit directors. Reconciles expenses and keeps up-to-date with Jhpiego travel policies and business related activities •Prepares reports required by Jhpiego such as, but not limited to Leadership Report, Annual Reports and Regional Reports •Composes complex correspondence requiring understanding of Jhpiego’s mission, and priorities •Communicates with current and potential funders at domestic and global levels. •Manages arrangements, including securing of speakers for Unit routine meetings (e.g., Monday unit Staff Meeting, Tuesday Tracker and Tuesday Non-Tracker), and retreats •Ensures onboarding of new Unit staff, contractors and temporary employees (office space, supplies, equipment, etc.) •Compiles and disseminates meeting background information, as requested •Requests information and actions on behalf of the VP and ensure that these requests are fulfilled efficiently and effectively •Dealing appropriately with confidential, sensitive and proprietary information •Locates, assembles and prepares oral and written presentation material using multiple data sources to produce multimedia presentations, charts, reports, invitations, announcements, etc. •Successfully manages competing priorities and utilizes excellent time management skills •Performs varied administrative duties requiring knowledge of office routines and understanding of Jhpiego’s programs, priorities and, procedures •Makes improvements in office routines and procedures to increase effectiveness and efficiency
Qualifications: Strong motivation to work for a mission-driven organization in a support role where the sum of our parts is greater than any individual contribution •Individual who sees administration as their vocation preferred •5 years of demonstrated progressively responsible senior level administrative support experience including a wide variety of special projects and special assignments required; 7 years" experience preferred •BA preferred •Demonstrated ability to be proactive, work independently and utilize strong judgment •References which confirm candidate is a self-starter, positive, team supporter with a can-do attitude, common sense and high integrity •Highly organized with attention to detail and ability to prioritize multiple assignments •Effectively communicate (verbally and in writing) with staff in a fast-paced work environment, while remaining flexible, resourceful and efficient •Aware of and sensitive to working in a multi-cultural setting •Strong oral and written communication skills •Proficient in MS Office with particular expertise in the use of databases/spreadsheets •Experience using technology to create administrative efficiencies and an interest in staying technically current and mastering new software or university on-line systems
How to apply:
https://jobs-jhpiego.icims.com/jobs/2484/executive-assistant/job
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