United States of America: Executive Assistant to Vice President, CHS

The Executive Assistant (EA) post will provide critical administrative and communications support to the Vice President (VP) of the Health Programs Group (HPG), including coordinating special initiatives, events, and projects. The post plays a key role in the implementation of communications activities for the VP and as a liaison to HPG staff, members of the Senior Leadership Team, and others within MSH. The position requires communicating internally (members of the HPG Leadership Team,other members of HPG globally and the MSH Leadership Team) as well as externally with executives representing governmental entities, corporations, foundations, and other organizations. The work involves time sensitive and confidential information.

The post provides the opportunity for a highly-motivated individual to experience working with and supporting a non-profit organization VP, being exposed to the various leadership, management and strategic activities conducted at the level of the VP.

Major administrative responsibilities include scheduling appointments and managing the VP’s calendar, coordinating travel arrangements, compiling various reports, maintenance of records and other documentation, project management, coordinating special events, and ensuring day-to-day management of e-mail and hardcopy communications. The role of the EA is critical to the implementation of the strategic approach of the VP and to ensuring the productivity and success of HPG overall. The EA will contribute to creating and maintaining the culture of HPG as an open and welcoming environment, and maintain a respectful and diplomatic approach to visitors and colleagues. The EA will be involved in special initiatives and strategic discussions and will be responsible for moving these forward on a day-to-day basis.

Major communications responsibilities include drafting and managing correspondence and communications as well as the management of the VP’s internal and external communications efforts including the use of new and innovative approaches such as social media, and the development of presentations, travel reports and HPG regular updates. In addition, the EA will collate and analyze data for the purposes of monitoring HPG’s progress in a number of special initiatives. The EA will liaise with the HPG Operations Manager to coordinate around HGP administrative tasks, and will work closely with the HPG Policy, Advocacy, and Communications Team and Program Development and Strategy units to establish the VPs viability, communications approach and workplan.

Specific Responsibilities

VP schedule, contacts and time management and travel (40%)

• Ensure an open, welcoming, and responsive HPG office environment for staff and visitors.
• Review each day/week’s meetings in advance and anticipate needs for preparation, printing of documents, and gathering of background materials.
• Schedule and organize meetings, appointments, and other VP commitments to ensure optimal use of time.
• Maintain up-to-date and accessible electronic contact list(s).
• Maintain VP’s calendar and triage meeting requests with respect to objectives, agenda, and participants.
• Independently draft and format letters and emails, for general and routine HPG correspondence; mail correspondence, including potentially confidential information, both internal and external.
• Make VP travel arrangements.
• Serve as liaison for TEFs (expense reports) and travel approvals for the VP coordinating signatures.

Meeting Coordination (10%)

• Organize regular HPG Senior Leaders and staff meetings, including distribution of agendas, note taking and other supporting documentation.
• 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 for meetings.
• Schedule and, as necessary, assist with teleconferencing and videoconferencing facilities.
• If requested, attend external meetings and take minutes of action points; write up minutes according to a set template; track action points for follow-up.

Communications (30%)

• Draft a regular HPG update email and blogs as appropriate.
• Facilitate communications with VP both internally and externally in a professional and discreet manner.
• Bring important matters to the attention of the VP, especially while VP is traveling.
• Pro-actively arrange touch-base meetings with visiting MSH staff, as appropriate.
• Work closely with MSH’s Leadership Team (LT) Executive Assistants in scheduling meetings, setting up LT biweekly meetings, distribution of materials, etc. as needed.

Technical Support (20%)

• Arrange the on-boarding of new staff as requested.
• Liaise with the Junior and Med Level Advisory Council.
• Analyze data and summarize reports and documents as requested.
• Perform functions such as literature searches, web research and provide writing support to the VP, including creating visual aids for presentations, graphs and charts, and draft of other communication products for conferences, publications, electronic dissemination, formatting, graphics, etc.
• Undertake special initiatives as required by the VP and within his/her competencies.

Qualifications and Experience

• Bachelor’s degree in communications, languages, business or related field.
• 2 years of experience working in administrative, communication or project management related activities.

Preferred:

• Master’s degree in related social sciences area.
• 4 years experience working in administrative, communication or project management related activities.

Knowledge and Skills

• Excellent knowledge of Google Platform applications, Microsoft Office Suite applications, including Word, Excel, Access, and Internet research.
• Skilled in the use of social media.
• Ability to adapt and learn other database programs as required.
• Strong ability to communicate clearly and concisely in English, both verbally and in writing. Language skills in French and/or Spanish, helpful but not required.
• Prior experience in a global health environment is preferred, but not required.
• Analytical skills.
• Excellent presentation skills.

Competencies

• Demonstrated organization, planning, time-management, and problem-solving abilities.
• Ability to maintain strict confidentiality.
• Ability to set work priorities and to prioritize requests for meetings with the VP, based on the VP’s priorities.
• Ability to work flexibly, collaboratively and independently in a complex and diverse organization is required.
• Demonstrated competence to handle a variety of activities with attention to detail and quality, specifically communication materials.
• 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 ability to use discretion and good judgment.
• A pleasant, welcoming, articulate telephone manner with an ability to use tact and discretion when necessary.
• A good sense of humor and ability to maintain a fun and pleasant office environment for staff is required.
• Ability to maintain a good work/life balance is required in order to maintain a high energy level.

Physical Demands

• Ability to travel with the VP as required, both domestically and internationally (up to 10 %).
• Keyboard use, Pulling drawers, Lifting papers <10lbs.

Background Information

Management Sciences for Health (MSH), a global health nonprofit organization, uses proven approaches developed over 40 years to help leaders, health managers, and communities in developing nations build stronger health systems for greater health impact. We work to save lives by closing the gap between knowledge and action in public health. Since its founding in 1971, MSH has worked in over 150 countries with policy makers, health professionals, and health care consumers to improve the quality, availability and affordability of health services. Working with governments, donors, non governmental organizations, the private sector, and health agencies, MSH responds to priority health problems such as HIV & AIDS; tuberculosis; malaria; maternal, newborn and child health; family planning and reproductive health; and chronic non-communicable diseases such as cancer, diabetes, and lung and heart disease. Through strengthening capacity, investing in health systems innovation, building the evidence base, and advocating for sound public health policy, MSH is committed to making a lasting difference in global health.

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 veteran status.

Reports To

Vice President, Heath programs Group (HPG)

Visit the MSH website to APPLY!

https://jobs-msh.icims.com/jobs/9220/executive-assistant-to-vice-president%2c-chs/job