Management Sciences for Health

  • Executive Assistant

    Grade
    F
    Job ID
    13-10187
    Location
    US-VA-Arlington
    # of Positions
    1
    Group/Office
    OCE
    Dept/Unit
    GEN (General)
    Project/Program
    A000 - None Specified
    Reports To
    CEO & CCO
  • Overview

    This position provides the opportunity for a highly-motivated and organized individual to experience working with and supporting a non-profit organization Chief Executive Officer (CEO) and Chief Communications Officer (CCO). The individual will be exposed to various leadership, management, and strategic activities conducted at the levels of the Chief Executive and Leadership Team.

     

    The Executive Assistant (EA) will provide administrative, project, and communications support to the CEO and CCO, including coordinating special events and initiatives. The EA plays a supporting role in the implementation of various activities for the CEO and CCO and acts as a supporting liaison to MSH staff, members of the board, and external representatives of government entities, corporations, foundations, and other organizations. The EA will contribute to creating and maintaining the culture and integrity of MSH as an open and welcoming environment, and will facilitate a respectful and diplomatic approach to visitors and colleagues. The EA’s work involves time-sensitive and confidential information.

     

    Major administrative responsibilities include scheduling appointments, managing the CEO’s calendar and emails, coordinating CEO and CCO travel, logistical arrangements, office management, maintaining records, and expense requests and approvals.  

     

    The EA’s major communications responsibilities for the CEO include drafting and  correspondence, as well as assisting with the CEO’s internal and external communications efforts, such as the use of social media, and the development of presentations, travel reports, and regular MSH updates. The EA will assist the CCO and Communications Unit with internal communications, digital communications, event planning, and purchasing and accounting.

     

    Specific Responsibilities

    Assistance to Chief Executive Officer (50%)

    • Provide administrative support to the CEO including managing an active calendar of meetings, completing expense reports, arranging complex and detailed travel plans, itineraries, and agendas.
    • Review each day/week’s meetings in advance and anticipate needs for preparation, printing of documents, and gathering of background materials.
    • Act as a point of contact for the CEO with staff and customers.
    • Gather agenda items and supporting documents, and prepare and distribute agendas for all meetings for the CEO, as requested.
    • Book rooms, order food, set up teleconferencing and videoconferencing software, and arrange transportation for meetings.
    • Organize regular Senior Leadership and staff meetings, including distribution of agendas, note-taking, and other supporting documentation. Track action items for follow-up.
    • Prepare CEO materials for quarterly board meetings, including board report materials, travel plans, and event coordination.
    • Work closely with MSH’s Executive Assistants in scheduling meetings, distribution of materials, etc., as needed
    • If requested, attend external meetings and take minutes of action points.
    • Maintain up-to-date and accessible electronic contact list(s).
    • Arrange CEO travel plans and accommodations.
    • Serve as liaison for TEFs (expense reports) and travel approvals for the CEO.
    • 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 under the supervision of the COS on special projects as assigned. 
    • Provide support to small projects and coverage for project support staff as needed.
    • Assist in maintaining and innovating the CEO’s social media platforms.
    • Bring important matters to the attention of the CEO, especially while the CEO is traveling.

     

    Assistance to Chief Communications Officer -  Purchasing and Accounting (15%)

    • Prepare all purchase requests using the PROACTIS system and process invoices for accounting. Follow up with Accounting on unpaid invoices.
    • Manage MSH Credit Card for Communications Unit, along with monthly reconciliation, and various subscriptions.
    • Participate in annual budgeting process as part of work planning, assisting with the  budget for the communications unit, tracking expenses and preparing expense reports for the Chief Communications Officer.

     

    Assistance to Chief Communications Officer -  Internal Communications (15%)

    • Assist with creation and editing of Friday Focus newsletter – contributor outreach, writing, editing, format layout, deploy, and archive newsletter weekly.
    • Record and distribute notes for weekly/monthly meetings. Manage the chat room at quarterly global staff meetings.
    • Procure translations for Leadership Team staff emails.

     

    Assistance to Chief Communications Officer -  Digital Communications Engagement (15%)

    • Assist in answering Facebook and other inquiries submitted through social media channels and website.
    • Compile monthly web metrics of digital platforms.
    • Assist web editor with updating the website as needed.
    • Take on a role in the monthly email series (project support, formatting, deploying).
    • Edit, tag, and upload photos to SmugMug photo library.

     

    Assistance to Chief Communications Officer -  Event Planning (5%)

    • Handle logistics for 1-2 events a year ranging from small side events to large-scale conferences.
    • Production of materials as needed.

    Qualifications and Experience

    Required Education:

    • Bachelor’s degree in communications, business, social sciences, foreign language, or related field.

     

    Required Experience:

    • 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 (Word, Excel, and Power Point).
    • Previous experience with administrative work.
    • Strong attention to detail; skilled at following up on outstanding items and closing loops.
    • Passion for global health.
    • Strong written and verbal communication skills. Language skills in French is highly preferred.
    • Excellent time management skills with the ability to set priorities.
    • Comfortable and confident in making effective autonomous decisions in a timely manner.
    • Excellent research and analytical skills.
    • Skilled in the use of social media platforms.

     

    Competencies:

    • Sound 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:

    • Availability to travel domestically and internationally as needed.
    • 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

    CEO & CCO
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