The Executive Administrative Assistant role will provide comprehensive administrative support to the Senior Vice President (SVP), Strategy and Resource Mobilization (SRM). Responsibilities include supporting the SVP, booking international travel, scheduling meetings and facilitating virtual webinar logistics, preparing documents and reports, organizing and managing files within the group's SharePoint site, preparing expense reports, and other administrative tasks. The Executive Administrative Assistant may also support other SRM team members, including staff living in various global time zones.
This position must be based in the United States Eastern Time Zone.
Accountabilities:
Perform advanced-level administrative tasks with accuracy and attention to detail.
Serve as the primary point of contact for internal and external inquiries.
Serve as a liaison between SVP SRM, reporting units and other business areas and external agencies for the purpose of relaying instructions and information and following commitments through to completion.
Manage and monitor a variety of information impacting the SVPโs responsibilities and priorities in response to workflow of the SVP.
Exercise delegated authority to speak on behalf of the SVP regarding a variety of administrative matters.
Interprets and summarizes information based on program knowledge, organizational goals, and priorities.
Identify and resolve problems that would not require SVPโs direct involvement.
Coordinate organizational and leadership team meetings, including securing facilities, preparing agendas, arranging speakers, and recording meeting notes.
Ensure timely and accurate distribution of communications.
Respond to routine and non-routine questions and staff requests for administrative support.
Develop and implement improved administrative procedures to enhance efficiency and timeliness of deliverables.
Prepare and maintain documentation, reports, schedules, databases, spreadsheets, and logs to support departmental functions.
Create and edit presentations, graphics, and desktop publishing materials.
Proofread documents for accuracy in spelling, grammar, and layout.
Coordinate special projects, including planning presentations, disseminating information, and managing logistics.
Schedule and organize complex activities such as meetings, travel (including international), conferences, and departmental events.
Establish and maintain files and records.
Handle confidential and sensitive information with discretion.
Perform other duties as assigned.
Applied Knowledge & Skills:
Demonstrates in-depth understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
Reviews data and information for completeness and accuracy using standard guidelines performs tasks with attention to detail.
In-depth understanding of software used to perform day-to-day functions.
Uses office software programs, information systems, and office equipment to access, input, and verify standard information.
Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
Ability and willingness to quickly adjust plans, schedules, and agendas to meet rapidly changing needs and priorities.
Utilizes program specific terminology.
Problem Solving & Impact:
Identifies and resolves problems that would not require SVPโs direct involvement.
Identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
Problems are addressed in accordance with priorities, policies, commitments, and goals of SRM.
Ability to differentiate when a situation can be handled independently or if it needs to be escalated.
Researches and develops solutions for unusual and novel situations.
Contributions are usually limited to task-related activities.
Erroneous actions made could result in delay of schedules and impact SVPโs established timelines.
Supervision Given/Received:
Ability to effectively handle responsibilities with limited supervision. No instruction needed on routine work and general instructions with periodic work review given on new work or special assignments.
Contacts are frequent with individuals representing other departments, and/or representing outside organizations.
Contacts involve obtaining or providing information / data of a sensitive nature on matters of importance.
May provide guidance to other lower-level personnel.
Qualifications:
Associate's degree or international equivalent in Business Administration or related degree. Bachelorโs Degree preferred.
Minimum 5 years of experience providing administrative support to executives.
Must have advanced knowledge of Microsoft Office 365 applications.
Past experience booking complex international travel arrangements, including securing necessary visas.
Demonstrated experience scheduling meetings and facilitating virtual meeting logistics.
Must have previous experience working across global time zones.
Strong attention to detail and ability to maintain confidentiality.
Excellent communication skills. Fluency in English is required.
Experience working in a nonprofit or health-related field preferred.
Experience supporting business development preferred.
Typical Physical Demands:
Typical office environment.
Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
Ability to sit or stand for extended periods of time.
Ability to lift or move up to 5 lbs.
Technology to be Used:
Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements:
Less than 10%
The expected US Based hiring salary range for this role is listed below. Candidates FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget.
Base salary is only one component of our offer. FHI 360 contributes 7% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.
US Based Hiring Salary Range: USD $70,000 - USD $90,000 annual
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
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