Management Sciences for Health

Special Assistant to the Vice President, Health Programs Group (HPG)

Grade
G
Job ID
13-9899
US-VA-Arlington
# of Positions
1
Group/Office
HPG
Dept/Unit
GEN (General)
Project/Program
A000 - None Specified
Reports To
Vice President, Health Programs Group

Overview

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 and events.

 

The post provides the opportunity for a highly-motivated individual to experience working with and supporting a non-profit organization VP while 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 Senior Director of Risk & Group Operations to coordinate around HPG administrative tasks, and will work closely with the HPG Communications Team, Technical Strategy Team, and Business Development Services unit to establish the VP’s viability, communications approach and work plan.

Specific Responsibilities

Scheduling, Meeting Coordination, and Communications (45%) 

  • Exhibit sound judgment, discretion, and diplomacy when engaging and interacting with staff at all levels.
  • Prioritize, schedule, and triage internal and external meeting requests, make arrangements for video/audio conferencing connectivity, catering, and reserving off-site facilities for meetings.
  • Organize meetings, interviews, and conference calls and coordinate attendance of meeting participants by managing complex schedules.
  • Proactively arrange touch-base meetings with visiting MSH staff, as appropriate.
  • Work closely with MSH’s Leadership Team (LT) EAs in scheduling meetings, setting up LT biweekly meetings, distribution of materials, etc. as needed
  • Maintain strong working relationships with staff, clients, and senior leadership to more effectively manage resources and enhance communication.
  • Develop and foster an environment of trust and responsibility with HPG staff members and with the VP.
  • Schedule bi-weekly HPG management team and quarterly HPG global staff meetings.
  • Attend meetings, draft notes, develop and disseminate meeting agendas, background material, and timelines as well as track action points for follow-up.
  • Monitor, screen, and respond to incoming communications and information requests.
  • Liaise between the VP and HPG’s management team and serve as a bridge for smooth communication between the VP's office and HPG, as well as across MSH; demonstrating credibility and trust.
  • Liaise between the VP and LT and their EAs on LT-related issues. This includes proactively communicating with other EAs to facilitate the flow of information, schedule meetings and follow up on requests as needed.
  • Interact with external clients to facilitate communication including interfacing with and greeting incoming visitors.
  • Follow up on incoming issues and concerns, including those of a sensitive or confidential nature. Evaluate and discretely refer to the VP as appropriate.
  • Serve as point-of-contact for all VP communications.
  • Manage VP’s twitter handle, sending out daily tweets.
  • Draft and send out regular HPG emails, blogs, and updates for the MSH intranet, Ollie.
  • Facilitate communications with VP both internally and externally in a professional and discreet manner.
  • Independently draft and format letters and emails, for general and routine HPG correspondence. Mail correspondence, including potentially confidential information, both internal and external.
  • Bring important matters to the attention of the VP, especially while VP is traveling.

VP schedule, contacts and time management and travel (30%)

  • 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.
  • Prepare the VP’s local and international travel packets to include all logistics—event coordination, facilitators, hotels, transportation, venue location, contacts, meeting schedule, and travel itinerary to include completing/submitting/tracking of visa application forms for the VP (and their direct reports).
  • Serve as liaison for expense reports and travel approvals for the VP.

Technical & Operations Support (25%)

  • Arrange the on-boarding of new staff as requested.
  • Liaise between the HPG SLT and the Junior and Med Level Advisory Council (JMAC), providing regular updates to both groups.
  • Manage HPG Arlington office and desk space.
  • Work closely with VP and Senior Director of Risk & Group Operations to manage usage of HPG budget codes
  • Analyze data and summarize reports and documents as requested.
  • Perform functions such as literature searches and web research. Provide writing support to the VP, including creating visual aids for presentations, graphs and charts, and drafts 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

Education

Required:

  • Bachelor’s degree in communications, languages, business, or related field

Preferred:

  • Master’s degree in related social sciences area

Experience

Required:

  • 3 years of  experience working in administrative, communication,  or project management related activities

Preferred: 

  • 4 years of  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, and 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, Health Programs Group
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