This position provides the opportunity for a highly motivated and organized individual to experience working with and supporting a non-profit organization’s Vice President for MSH’s Program Delivery Group (PDG). The individual will be exposed to various management and operational activities across the organization. The successful candidate for this role will be driven by passion for global public health and motivated to contribute to the operational excellence required to achieve MSH's mission.
What are the main responsibilities?
This position will provide diverse, high-level administrative and operations support to the VP for PDG. The role will also ensure follow-up actions take place at all key strategic PDG committee and management meetings and serve as a trusted partner and liaison to the senior management on the team. The Executive Assistant II will work in a global and fast-paced environment with passionate team members who are focused on delivering MSH’s mission.
This position is exempt under the Fair Labor Standards Act (FLSA).
More specifically:
PDG Operations Support – 50%
- Establish and maintain effective working relationships with the MSH Leadership Team and PDG Management Team to support organizational initiatives and projects. Effectively navigate a matrixed management. Based on the PDG annual workplan, operational projects will be divided between the Operations Officer and the EA II.
- Independently respond to internal and external requests for coordination and task management assistance. Provide answers and recommendations using independent judgement that are aligned with PDG’s processes and policies.
- Lead the planning and execution of PDG US-based Team and Regional Team events and retreats in response to the need for more regional meetings outside of the United States.
- Coordinate audit responses in partnership with the MSH Quality Management System team responsible for MSH’s ISOS 9001 Certification process.
- Provide coordination support for selected cross-functional working groups led by PDG.
- Collaborate with various team leaders as needed to facilitate cross-department communication to drive involvement in PDG initiatives.
- Coordinate and manage meetings. Update staff and partner directories, organizational charts, and email distribution lists, and manage conference room logistics Provide support for PDG-wide internal communications.
- Track and maintain current PDG information, documents, and contacts using SharePoint, Salesforce, and other filing and project management approaches.
- Lead, promote, and maintain PDG’s Peer Learning and Knowledge Exchange Platform for the sharing of project impact and results. Maintain PDG’s OLLIE intranet Page.
- Manage the PDG Institutional Memory Platform for archives of project files.
- If requested, attend meetings and take minutes of action points; compose minutes for dissemination, and track action points for follow-up.
Support to the Vice President, PDG – 50%
- Provide high-level administrative support to the VP, PDG, including independently managing an active calendar of meetings, completing the VP’s expense reports, and arranging complex and detailed travel plans. The EA uses their discretion to keep the VP, PDG apprised of deadlines and escalates urgent matters as necessary.
- The EA will review PDG team expense reports and procurement requests for compliance and accuracy on behalf of the VP and for the VP’s final approval.
- Plan and prepare the VP, PDG for internal and external events (e.g., MSH Leadership Retreats, Board Meetings, donor meetings, and project visits), including developing briefing materials, talking points, and presentations.
- Conduct research and gather information as required to support executive decision-making.
- Independently triage internal VP, PDG meeting requests and support meeting participation through briefings and agenda setting as needed.
- Plan meetings led by the VP, PDG: manage invitations and correspondence; select participants, draft meeting agendas, take meeting notes; compile, file, and disseminate meeting documentation to participants.
- Prepare professional and confidential correspondence. Use independent judgment draft correspondence on the VP, PDG’s behalf when needed and appropriate. Prepare other communications, presentations, reports, and notes for the VP. Maintain related files on SharePoint.
What do you need to apply?
MSH employs people of passion, we seek those individuals who dream of a better world. We look for professionals who combine experience, local knowledge, and an understanding of international best practices.
Specific requirements for this role are:
Education and Experience:
- BA required, preferably with a focus in public health, international development, business, or a related field with a minimum of 3-5 years of related experience.
- Strongly prefer at least 3 years of experience providing administrative support, including for a large organization (corporate or nonprofit) with significant responsibility for external communications with key partners, donors, and/or clients.
- Experience and understanding of global non-profit management and operations and global health project management preferred.
- Experience living, studying, or working in low- or middle-income countries preferred.
Knowledge and Skills:
- Outstanding project management skills with impeccable multi-tasking abilities. Ability to independently set priorities, accomplish tasks and meet deadlines, and keep colleagues informed of progress.
- Demonstrated organizational, planning, and time management skills. Independent judgment is required to plan, prioritize, and organize a diverse workload while maintaining consistent, quality performance standards.
- Effective team player that completes individual tasks on time, closes communication loops and asks clarifying questions to assure mutual understanding.
- Skilled at managing complex schedules and international travel.
- Excellent meeting management skills and in-person, phone, email, and written communication skills for team members and clients, with tact, even in stressful situations.
- Able to handle confidential and sensitive information with the utmost discretion.
- Excellent English verbal and written communication skills, including writing clearly and concisely, and copy editing for style and grammar.
- Additional language skills in French, Spanish, and/or Portuguese are preferred.
- Highly proficient in Microsoft Office suite (Outlook, Word, Excel, and PowerPoint). Experience working in SharePoint, and Teams preferred. Salesforce experience is a plus.
Competencies:
- Demonstrated ability to work flexibly, collaboratively, and productively with a diverse cross-cultural team and foster a collaborative spirit, with a good sense of humor, and the ability to create positive working relationships with colleagues.
- Exceptional interpersonal and communications skills, with the ability to work collaboratively with employees at every level and across all departments of the organization, and the ability to build relationships with stakeholders including staff as well as external stakeholders.
- Demonstrated ability to work independently and competence to assess priorities and manage a variety of activities in a time-sensitive environment while meeting deadlines with attention to detail and quality.
- Ability to manage and track details across multiple workstreams simultaneously. Skilled at proactively following up on outstanding items and closing loops to complete processes and achieve results.
- Independent problem solver with ability to analyze information, and understand how issues relate to department activities, and make decisions.
- Solution-oriented, proactive, pragmatic, and resourceful problem solver with strong critical thinking and analytical skills.
- Adept at developing simple reports, data visualizations, presentations, and other basic communications materials.
- Comfortable and confident in independently finding needed information, asking for help when needed, or making effective autonomous decisions in a timely manner.
- Tact and ability to work well with and support senior leaders. Previous experience with administrative work for an executive-level professional. Initiative in anticipating VP’s needs and being proactive.
The expected salary range for this position is: $55,000.00 - $75,000.00 annually (U.S. locations only).
MSH considers multiple job-related factors when determining an offer, including but not limited to, business and organizational needs, candidate qualifications, internal equity, location, and internal budget.
Salary is just one of many aspects of our total rewards package; at MSH, our goal is to provide you with a comprehensive set of competitive benefits that includes a substantial vacation, sick and holiday policies, training and development programs, competitive insurance coverage for health, vision, dental, life, short-term and long-term disability, 401k plan, Flexible Spending Account, among others.
The selected candidate will have a flexible work schedule combining remote and in-office work from one of MSH's US offices at a set frequency.
MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.