Management Sciences for Health

  • Executive Assistant

    Grade
    F
    Job ID
    13-10002
    Location
    US-MA-Medford
    # of Positions
    1
    Group/Office
    ATLAS
    Dept/Unit
    AtlasM (Atlas Management)
    Project/Program
    A000 - None Specified
    Reports To
    Chief Officers and General Council
  • Overview

    The Executive Assistant will provide administrative and operational support to the Chief Officers and General Counsel. This person will also serve as office liaison communicating with various internal and external clients.  This role will oversee day-to-day management of the group’s needs. The successful candidate should have the skills and knowledge necessary to support a professional environment, including day-to-day administrative activities including but not limited to: scheduling, note taking, coordinating travel and logistical arrangements, office management, fielding research requests, tracking key projects, setting pitches and creating basic overview presentations. 

    Specific Responsibilities

    Assistance to Chief Officer/Vice President (80%)

    • Provide administrative support to the Chief Officer/Vice President including managing an active calendar of meetings, completing expense reports, arranging complex and detailed travel plans, itineraries, and agendas
    • Act as a point of contact for the Chief Officers with the unit management team and staff, as well as customers
    • Participate as an adjunct member of the Senior Leadership team including scheduling of and attending meetings
    • Provide support to HRD/FAA in triaging meeting requests with respect to objectives, agenda, and participants
    • Provide administrative support to the HRD or FAA including updated phone directories and organizational charts, mail distribution, conference room logistics, and meeting/event coordination
    • Prepare and/or edit correspondences and presentations.
    • Maintain physical and electronic files
    • Support other members of the senior leadership team with projects and other ad hoc assignments.
    • Work independently on special projects as assigned
    • Provide support to small projects and coverage for project support staff as needed.
    • Provide daily administrative and technical support to group staff including responding to requests for information; coordinating internal and external meetings; filing, mailing, and photocopying; and handling ad hoc internal and external requests as needed.

    Assistance to General Counsel (20%)

    • MSH Board Records - Ensure files are complete - maintain Board and Committee meeting minute and record books, as well as tracking resolutions and follow-through from each board meeting.
    • MSH Director Recordkeeping - Work with CEO EA to update and maintain files for each member of the Board; support process for onboarding new Directors.
    • Legal Services Coordination and Administration - Monitor and track legal services request forms and legal matters generally through to completion, filing of documents, etc. Process legal invoices, maintain accurate vendor payments by matter. Book travel, process expense reimbursements, calendar management, special projects as assigned by General Counsel.
    • Project Manager for Particular Legal Entities: For example, help manage the process for dissolution of the Partnership for Child Health Care, Inc. - ensuring that all filings are compliant (IRS Form 990 and MA Form PC for current & prior years), organize Board meetings and communications (as needed), and support dissolution filings (to be completed by General Counsel and external legal counsel); track compliance status of other legal entities in consultation with finance department; liaise with and support Operations Officer to ensure documentation is prepared for MSH branch and rep offices   

    Qualifications and Experience

    Education

    Required:

    • Bachelor's degree required; preferably with a focus in Business Administration

    Experience

    Required:

    • Two years of related experience in a fast paced environment

    Preferred:

    • Two to four years of related experience in a fast paced environment

     

    Knowledge and Skills

     

    • Excellent written and verbal communication skills
    • Proficient in Microsoft Office suite (Outlook, Word, Excel, and Power Point)
    • Previous experience with administrative work on behalf of an executive-level professional
    • Strong attention to detail; skilled at following up on outstanding items and closing loops
    • Passion for international public health
    • Strong written and verbal communication skills
    • Excellent time management skills with the ability to set priorities
    • Comfortable and confident in making effective autonomous decisions in a timely manner

     

    Competencies

     

    • Independent judgment is required to plan, prioritize, and organize a diverse workload
    • Ability to set priorities, meet deadlines, and multitask
    • Proactive, pragmatic and resourceful problem solver
    • Exceptional interpersonal skills with the ability to build relationships with stakeholders including staff, board members, as well as external partners/customers
    • Ability to deliver excellent customer care, externally and internally, in a professional manner
    • Effective team player that completes individual tasks on time, closes communication loops and asks clarifying questions to assure mutual understanding
    • Excellent in-person, phone, email and written communication skills for team members and clients, even in stressful situations
    • Outstanding project management and problem-solving skills with impeccable multi-tasking abilities
    • Able to handle confidential information with discretion

     

    Physical Demands

     

    • Travel requirements: Availability to travel domestically and internationally as needed
    • Keyboard use, Pulling drawers, lifting papers <10lbs., ETC.

    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

    Chief Officers and General Council
    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed