Executive Assistant

Description

JOB DESCRIPTION

Job Title:

Executive Assistant

Department:

Grade:

4B

Location:

Kigali, with up to 20% domestic and international travel

Reports to:

Chief Innovation and Growth Planning Officer, Partners In Health

Positions reporting to:

N/A

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Partners in Health is a global health and social justice organization responding to the moral imperative of providing high-quality health care globally to those who need it most, especially in underserved communities. Based on the nature of PIH work, employees for Partners In Health-Inshuti Mu Buzima (PIH-IMB) have to prioritize the demanding job of delivering critical care to patients and families from underserved communities suffering from illness in remote areas, while navigating their own life challenges.

As part of PIH-IMB’s commitment to the well-being of staff and providing critical support to communities in need, the Wellbeing Specialist is being recruited to ensure PIH-IMB Employees have various resources, both internally and externally, to support them through work and life challenges.

As a Wellbeing Specialist, the employee will create and implement initiatives to promote and maintain the physical and mental health and well-being of PIH-IMB employees. She/he will work with various departments to develop strategies and programs to foster a healthy work environment and culture.

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Position Overview:

The Executive Assistant will provide high-level administrative, coordination, and project management support to the Chief Innovation and Growth Planning Officer (CIGPO) at Partners In Health (PIH). This role requires exceptional organizational, communication, and problem-solving skills to ensure the smooth execution of strategic priorities. The Executive Assistant will serve as a key liaison between the CIGPO and internal/external stakeholders, manage schedules and logistics, oversee administrative tasks, and contribute to research and project execution.

The ideal candidate is detail-oriented, proactive, and adept at handling sensitive information with discretion. They will thrive in a fast-paced environment, juggling multiple priorities while ensuring the CIGPO’s time and focus remain aligned with PIH’s mission and strategic objectives.

Key Responsibilities:

1. Administrative Support (40%)

• Manage and prioritize the CIGPO’s calendar, ensuring efficient scheduling and alignment with strategic priorities.
• Coordinate and facilitate meetings, including agenda preparation, logistics, note-taking, and follow-up on action items.
• Handle sensitive and high-level correspondence with discretion, ensuring confidentiality.
• Oversee travel logistics, including booking flights, accommodations, visas, and ground transportation, and accompany the CIGPO when necessary.
• Process invoices, reimbursements, and credit card statements while managing the executive’s budget and expense tracking.
• Draft, edit, and prepare communications, presentations, and briefing materials that reflect PIH’s mission and the executive’s priorities.

  2. Project Management Support (20%)

  • Assist in planning and executing strategic initiatives under the CIGPO’s oversight, ensuring key deliverables are met.
  • Track and monitor projects, deadlines, and action items, proactively ensuring timely execution.
  • Coordinate decision-making processes and facilitate the implementation of directives across internal and external stakeholders.
  • Maintain an organized system for tracking progress on strategic initiatives.

    3. Writing & Research (30%)

    • Conduct research and draft critical analyses on policies, health systems innovations, and global health trends.
    • Support literature reviews and data analysis for key projects led by the CIGPO.
    • Prepare high-quality reports, articles, presentations, and other written materials for both internal and external audiences.

      4. Travel & Event Management (10%)

      • Organize travel arrangements for the CIGPO and other senior leadership team members as needed.
      • Provide logistical support for high-level meetings, conferences, and events, both locally and internationally.
      • Ensure seamless coordination of travel schedules, expense tracking, and staff delegation.

        Qualifications & Experience:

        • Bachelor’s degree required; a Master’s degree in Public Health, Global Health, Social Sciences, Business Administration, or a related field is preferred.
        • At least 3 years of professional experience providing high-level administrative support in a fast-paced environment.
        • Strong research and writing skills, with experience in policy analysis, research papers, or grant writing preferred.
        • Excellent organizational skills with the ability to prioritize, multitask, and meet deadlines in a complex work environment.
        • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and familiarity with project management tools.
        • Exceptional interpersonal and communication skills, with the ability to interact professionally with diverse stakeholders.
        • Ability to work independently, take initiative, and adapt to changing priorities.
        • Experience managing budgets, expense reports, and financial tracking is preferred.
        • Willingness to travel up to 20% of the time domestically and internationally.
        • A strong commitment to social justice, equity, and global health initiatives
          • Ability to live PIH/IMB values: Ubumuntu-Compassion, Ubupfura-Integrity, Ubunyangamugayo-Honesty, Ubwubahane-Mutual respect, Ubufatanye-Solidarity, Agaciro-Dignity, Kugira ishyaka-Determination.

            At Partners In Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures

            Supervisor’s Name, Date & Signature:

            Employee’s Name, Date & Signature:

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