Executive Personal Assistant at Africa Health Research Institute (AHRI)

The executive personal assistant will provide critical support to the Health and Demographic Surveillance System (HDSS) Lead at AHRI. This role will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the HDSS and related Population Science Research. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The executive PA must have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Overview of duties

• Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates, and ensures that schedule is followed and respected. Provides "gatekeeper" and "gateway" role.
• Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with HDSS Lead to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the HDSS Lead updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the HDSS Lead, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the HDSS Lead’s ability to effectively lead his team.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Qualification

• A relevant degree qualification.
• Qualification in Project management or Communications is preferable.
• Minimum of 5 years’ experience in a similar role
• Experience in scientific activities related to the work of the institute is an advantage.
• Well-developed oral and written communication skills
• A very high level of IT competence, using a range of hardware platforms, with proficiency specifically in Outlook, Word, Excel, PowerPoint, Adobe Acrobat Professional and web- based forms, including calendar.
• Able to set up conference calls. Skilled in the use of social media platforms