Executive Administrative Associate

Family Health International

4d

About The Position

The Executive Administrative Assistant role will provide comprehensive administrative support to the Senior Vice President (SVP), Strategy and Resource Mobilization (SRM). Responsibilities include supporting the SVP, booking international travel, scheduling meetings and facilitating virtual webinar logistics, preparing documents and reports, organizing and managing files within the group's SharePoint site, preparing expense reports, and other administrative tasks. The Executive Administrative Assistant may also support other SRM team members, including staff living in various global time zones. This position must be based in the United States Eastern Time Zone. Accountabilities: Perform advanced-level administrative tasks with accuracy and attention to detail. Serve as the primary point of contact for internal and external inquiries. Serve as a liaison between SVP SRM, reporting units and other business areas and external agencies for the purpose of relaying instructions and information and following commitments through to completion. Manage and monitor a variety of information impacting the SVP's responsibilities and priorities in response to workflow of the SVP. Exercise delegated authority to speak on behalf of the SVP regarding a variety of administrative matters. Interprets and summarizes information based on program knowledge, organizational goals, and priorities. Identify and resolve problems that would not require SVP's direct involvement. Coordinate organizational and leadership team meetings, including securing facilities, preparing agendas, arranging speakers, and recording meeting notes. Ensure timely and accurate distribution of communications. Respond to routine and non-routine questions and staff requests for administrative support. Develop and implement improved administrative procedures to enhance efficiency and timeliness of deliverables. Prepare and maintain documentation, reports, schedules, databases, spreadsheets, and logs to support departmental functions. Create and edit presentations, graphics, and desktop publishing materials. Proofread documents for accuracy in spelling, grammar, and layout. Coordinate special projects, including planning presentations, disseminating information, and managing logistics. Schedule and organize complex activities such as meetings, travel (including international), conferences, and departmental events. Establish and maintain files and records. Handle confidential and sensitive information with discretion. Perform other duties as assigned. Applied Knowledge & Skills: Demonstrates in-depth understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities. Uses established filing and data systems, functions, and/or procedures that require knowledge of the program. Reviews data and information for completeness and accuracy using standard guidelines performs tasks with attention to detail. In-depth understanding of software used to perform day-to-day functions. Uses office software programs, information systems, and office equipment to access, input, and verify standard information. Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines. Ability and willingness to quickly adjust plans, schedules, and agendas to meet rapidly changing needs and priorities. Utilizes program specific terminology. Problem Solving & Impact: Identifies and resolves problems that would not require SVP's direct involvement. Identifies and resolves problems in a timely manner and gathers and analyzes information skillfully. Problems are addressed in accordance with priorities, policies, commitments, and goals of SRM. Ability to differentiate when a situation can be handled independently or if it needs to be escalated. Researches and develops solutions for unusual and novel situations. Contributions are usually limited to task-related activities. Erroneous actions made could result in delay of schedules and impact SVP's established timelines. Supervision Given/Received: Ability to effectively handle responsibilities with limited supervision. No instruction needed on routine work and general instructions with periodic work review given on new work or special assignments. Contacts are frequent with individuals representing other departments, and/or representing outside organizations. Contacts involve obtaining or providing information / data of a sensitive nature on matters of importance. May provide guidance to other lower-level personnel.

Requirements

• Associate's degree or international equivalent in Business Administration or related degree.
• Minimum 5 years of experience providing administrative support to executives.
• Must have advanced knowledge of Microsoft Office 365 applications.
• Past experience booking complex international travel arrangements, including securing necessary visas.
• Demonstrated experience scheduling meetings and facilitating virtual meeting logistics.
• Must have previous experience working across global time zones.
• Strong attention to detail and ability to maintain confidentiality.
• Excellent communication skills.
• Fluency in English is required.

Nice To Haves

• Bachelor's Degree preferred.
• Experience working in a nonprofit or health-related field preferred.
• Experience supporting business development preferred.

Responsibilities

• Perform advanced-level administrative tasks with accuracy and attention to detail.
• Serve as the primary point of contact for internal and external inquiries.
• Serve as a liaison between SVP SRM, reporting units and other business areas and external agencies for the purpose of relaying instructions and information and following commitments through to completion.
• Manage and monitor a variety of information impacting the SVP's responsibilities and priorities in response to workflow of the SVP.
• Exercise delegated authority to speak on behalf of the SVP regarding a variety of administrative matters.
• Interprets and summarizes information based on program knowledge, organizational goals, and priorities.
• Identify and resolve problems that would not require SVP's direct involvement.
• Coordinate organizational and leadership team meetings, including securing facilities, preparing agendas, arranging speakers, and recording meeting notes.
• Ensure timely and accurate distribution of communications.
• Respond to routine and non-routine questions and staff requests for administrative support.
• Develop and implement improved administrative procedures to enhance efficiency and timeliness of deliverables.
• Prepare and maintain documentation, reports, schedules, databases, spreadsheets, and logs to support departmental functions.
• Create and edit presentations, graphics, and desktop publishing materials.
• Proofread documents for accuracy in spelling, grammar, and layout.
• Coordinate special projects, including planning presentations, disseminating information, and managing logistics.
• Schedule and organize complex activities such as meetings, travel (including international), conferences, and departmental events.
• Establish and maintain files and records.
• Handle confidential and sensitive information with discretion.
• Perform other duties as assigned.

Benefits

• FHI 360 contributes 7% of monthly base pay to a money purchase pension plan account.
• all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree