Executive Assistant

at John Snow
Published August 9, 2022
Location Arlington, United States of America
Category Administration  
Job Type Full Time  

Description

DESCRIPTION

JSI Research & Training Institute, Inc. (JSI) is a public health management consulting and research organization dedicated to improving the health of individuals and communities throughout the world. JSI is currently seeking an Executive Assistant to the President & CEO.

 

The Executive Assistant will provide timely and accurate administrative and operational support to the President & CEO. The position serves as the primary point of contact for internal and external constituencies on matters pertaining to the President & CEO. The position maintains the President & CEO’s calendar, arranges travel, schedules and plans meetings, assists with the preparation of presentations, prepares reports, handles a wide variety of administrative activities that are confidential and privileged in nature.

RESPONSIBILITIES

Manages the day-to-day operations of the President & CEO including responding to phone and email inquiries and escalating non-standard issues as needed. Acts as point of contact for internal stakeholders and external clients. Manages all aspects of the President & CEO's calendar by scheduling internal and external appointments and handling confidential correspondence. Anticipates potential scheduling conflicts and works with other team members as needed to assess priorities and determine solutions.

Assists the President & CEO in creating and proofreading reports, correspondence, and presentations. Duties may include drafting documents; managing documents for signature or approval; and summarizing department activities for internal and external communications.

Arranges domestic and international travel itineraries. Secures visas, books hotels, coordinates local transportation, and handles other travel-related logistics. Ensures flights and hotels follow applicable JSI policies. Handles expense reports upon completion of travel.

Administers payment requests and invoices. Duties may include scheduling payments, assisting with the creation of budgets, initiating payments to vendors and processing payments made to the office/department.

Acts as a liaison and provide support to the Board of Directors. Arranges and handle all logistics for Board meetings and events, to include schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary. Adheres to compliance with applicable rules and regulations set in bylaws regarding Board matters.

Oversees events related to the office of the President & CEO. Responsibilities include drafting initial guest list, creating invitations, dissemination of invites, securing event space, initial negotiation of contracts, and managing advance of day-of logistics.

QUALIFICATIONS

Education:

Bachelor’s Degree required.

 

Experience:

At least three (3) to five (5) years of executive support experience, including supporting C-level executives. Nonprofit board experience is appreciated but not required.

 

Knowledge, Skills, and Abilities:

Experience working with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.

Strong commitment and ability to execute work with an equity lens.

Exceptional verbal and written communication skills.

Exceptional organizational skills, ability to multi-task, ability to “jump in” where needed.

Ability to observe strict confidentiality in all aspects of services provided.

Ability to consistently demonstrate initiative, professionalism, and flexibility and work within an environment of frequent interruptions conflicting priorities and varying workloads.

Ability to manage sensitive information during a change management process.

Experience working at a non-profit or INGO preferred.

Experience with C-Suite strongly preferred.

Familiarity/willingness to work with the Google Suite and ability to troubleshoot simple technical issues.

Salary commensurate with experience.

 

Interested candidates can send their CVs

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