Executive Assistant

The Executive Assistant & Board Relations Manager(EA) provides high-level administrative support to the VP of Global Engagement and Communications using extensive knowledge of the organization, policies, and a high level of technical skill and serves as a staff liaison to Jhpiego's Advisory Board. This position operates with considerable independent judgment and initiative, and collaborates with various teams throughout the organization. This position requires exceptional planning, calendar management, organizational, decision making and communication skills. The EA needs to be highly resilient and adaptive to consistently changing business priorities. The EA needs to be proactive, have meticulous attention to detail and execution of all responsibilities.

Responsibilities:

Executive support

• Provide executive support to the VP of GECO
• Daily calendar management - Microsoft Outlook
• Travel management - international and domestic travel schedules. Work closely with the travel agencies to schedule flights and make accommodation arrangements
• Prepare documentation for leadership meetings

Management of day-today activities

• Manages GECO staff day-to-day activities including calendar management, arranging conference calls and meetings, compiling and disseminating meeting background information and ensuring effective time management
• Establish appointment priorities and sets up appointments as appropriate
• Reviews incoming invitations to determine importance and routing
• Reviews, analyzes and culls all of incoming material and data and summarizes the content to brief the VP regarding important issues or conflicts as they arise
• Requests information and actions on behalf of the VP and ensures that these requests are fulfilled efficiently and effectively
• Composes complex correspondence requiring understanding of Jhpiego's mission and priorities
• Manages high level relationships with internal and external global and domestic partners
• Works closely with the travel office to arrange all local, domestic and international travel, including managing travel agendas and materials, visa requests, and keeping up-to-date with Jhpiego policies for travel and business-related activities
• Prepares expense reports for P-Card reconciling expenses for Sr. GECO staff
• Manages relationships with vendors and independent contractors and assist in onboarding new vendors in SAP
• Processes contracts and payments as needed for GECO related budget
• In VP's absence ensures that requests for action or information are relayed to appropriate staff members
• Dealing appropriately with confidential, sensitive and proprietary information Locates, assembles and prepares oral and written presentation material using multiple data sources including designing and produces articles, multimedia presentations, charts, reports, invitations, announcements, etc.

General Office Management

• Performs varied administrative duties requiring knowledge of office routines and an understanding of the organization's programs, priorities and procedures related to the work of the office
• Makes improvements in office routines and procedures to increase effectiveness and efficiency
• Maintains an efficient and effective filing system for all contact information and correspondence
• Works closely with Finance Administrators to manage the departmental budget
• Coordinates a variety of mailings, meetings and special events.

Board Management

• Provides logistical, administrative support and staffing for Advisory Board at all virtual and in-person Advisory Board, meetings and events, including LIBM Gala and Trips with Purpose.
• In coordination with Development Team, develops annual Advisory Board and committee meeting calendar, uses established tracking calendars to help create agendas, drafts resolution documents, and maintains permanent records of all Advisory and Committee meeting materials. Proactively monitors and tracks any follow-up items to ensure timely completion.
• Tracks Advisory Board engagement and meeting attendance.
• Maintains all Board resources, including by-laws, policies, member lists, etc.

Special Skills, Knowledge & Abilities:

• Additional related experience (i.e. experience in field for which the executive to whom this position reports to is responsible) may be considered in lieu of degree to the extent permitted by the JHU equivalency formula, in exceptional cases.
• Ability to manage multiple projects with attention to detail, communicate effectively both orally and in writing, strong problem-solving skills.
• Ability to make presentations and develop reports.
• Proficiency with Microsoft Windows and Office environment (Power Point, Word, Excel, Outlook) and standard office equipment.
• Ability to establish and maintain effective working relationships with diverse stakeholders.
• Ability to work independently and as part of a team. Ability to self-direct, set and adhere to deadlines.
• Ability to travel up to 5% of the time domestically and internationally.

• Bachelor's degree
• Five years experience in providing progressively responsible administrative support with experience working on a wide variety of special projects and special assignments.
• Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula

Classified Title: Executive Assistant
Job Posting Title (Working Title):Executive Assistant
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range: $63,095 $77,773 Commensurate with Experience
Employee group: Full Time
Schedule: Mon - Fri 8:30 AM - 5:00 PM
Exempt Status:Non-Exempt
Location:Jhpiego
Department name: 60000069-Global Engagement GECO
Personnel area: Academic and Business Centers