Executive Assistant at FHI 360

Job Summary:

• The Executive Administrative Assistant role will provide comprehensive administrative support to the Senior Vice President (SVP), Global Operations and Services (GOS), and other senior GOS leadership located in and working across multiple time zones. Responsibilities include calendar and schedule management, document filing and management, internal and external communications, meeting and event planning, logistics support, procurement documentation and management, international travel booking, preparing documents and reports, and other administrative tasks as assigned.

Accountabilities:

• Perform advanced-level administrative tasks with accuracy and attention to detail in support of GOS SVP and other senior GOS leadership.
• Serve as the primary point of contact for internal and external inquiries to GOS, ensuring timely and accurate distribution of communications and provision of administrative support.
• Serves as a liaison between SVP GOS, reporting units, and other business areas and external agencies for the purpose of relaying instructions and information and following commitments through to completion.
• Manages and monitors a variety of information impacting the SVP’s responsibilities and priorities.
• Exercises 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.
• Compiles, submits, and manages procurement documentation for corporate engagements in line with GOS priorities and FHI 360 policy and procedures. 
• Coordinate organizational and leadership team meetings, including preparing agendas, arranging speakers, and recording and preparing meeting notes.
• Schedule and organize complex activities such as meetings, travel (including international), conferences, and departmental events.
• Develop and implement efficient and effective administrative and communication procedures in line with the GOS communication protocol.
• Prepare, maintain, and file 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 English spelling, grammar, and layout.
• Coordinate special projects, including planning presentations, disseminating information, and managing logistics.
• Handles confidential and sensitive information.
• Performs other duties as assigned.

Applied Knowledge & Skills:

• Uses established filing and data systems, functions, and/or procedures that require knowledge of the program and seeks opportunities for improvement.
• Reviews data and information for completeness and accuracy using standard guidelines.
• Performs tasks with attention to detail and with minimal supervision.
• 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 and team-specific terminology.

Problem Solving & Impact:

• Identifies and resolves problems that would not require SVP or GOS senior leadership’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 program goals of GOS.
• 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 or GOS senior leadership’s established timelines.

Supervision Given/Received:

• Ability to effectively handle responsibilities with limited supervision and across multiple time zones. 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.

Education: 

• Associated Degree or International Equivalent in Business Administration or Related Degree.
• Bachelor’s Degree preferred.

Experience: 

• Typically requires a minimum 5+ years of administrative experience
• Must have advanced knowledge of Microsoft Office Suite of products (Outlook, Excel, Word, and PowerPoint).
• Non-Profit or health-related field experience preferred.

Typical Physical Demands:

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

Technology to be Used:

• Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Microsoft Teams/Zoom), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• Less than 10%