Executive Administrative Assistant

Executive Administrative Assistant

Program Overview: GRA-Global Health Solutions (GRA-GHS) is improving people and communities' total health and well-being locally and worldwide. GRA-GHS is seeking an Executive Administrative Assistant who will support our senior leadership team and varying departments in GRA-GHS.

Specific responsibilities include:

Executive Support

• Manages individual calendars for Leadership.
Ensures Leadership is prepared for meetings and engagements by providing necessary information, reserving preparation time and scheduling preparation meetings as necessary, and completing a wide range of tasks that facilitate Leadership’s ability to effectively lead the organization.
• Serves as ‘gatekeeper’ for Leadership, streamlining communication and serving as primary point of contact for Leadership with both internal and external stakeholders.
• Submits timesheets and expense reports, maintains associated documentation.
• Understands priorities and commitments of Leadership and is able to make adjustments seamlessly, proactively and with little advance notice.
• Handles requests daily from Leadership and follows up in a timely and professional manner.
• Serves as day-to-day point of contact for troubleshooting for MS Office, Teams, Slack, and other platforms; resolving issues as they arise and communicating solutions to the team.
• Serves as Leaderships’ social media communicator via LinkedIn, Twitter, and other social platforms

Program Management Group Support

• Maintains file management system (SharePoint) including uploading documents, maintaining organization, granting permissions and resolving file sharing issues promptly with IT.
• Circulates meeting materials and agendas, attends meetings and functions as notetaker; circulates action items to relevant participants following meetings, following up as needed.
• Organizes and manages logistics for in-person/hybrid semi-annual strategy meetings and other major programmatic convenings.
• Takes initiative to identify areas that would benefit from administrative improvement and suggest solutions.

Technical Knowledge

• Maintains a high level of proficiency with all GRA-GHS approved platforms and tools including Microsoft Office, Google Suite, Zoom and Slack, Adobe, Calendly, Monday.com and others
• Maintains daily oversight of platforms; proactively resolving issues as they arise throughout the day.
• Actively pursues improvement in skill levels and technical proficiency, both independently and drawing from expertise of peers.
• Understands functioning and troubleshooting of iPhones, applications, both PCs and Macs, printers and other devices.
• Proficient note-taker, able to concisely capture action items and follow up with appropriate team members to ensure completion.

Dependability and Flexibility

• Can be relied upon to assist with projects outside areas of primary responsibility and deliver work in the timeframe identified with minimal oversight.
• Can handle unanticipated changes graciously and efficiently; including changes to schedules, plans and workloads and reacts to these changes in a timely manner.
• Approaches difficult situations with a positive attitude and identifies solutions.
• Track record of impeccable ethics and discretion when ensuring that Leadership expenses are managed according to policy.
• Details learned through supporting Leadership are kept strictly confidential.

Presentation

• Exhibits a high level of professionalism in interaction with others both inside and outside GRA-GHS.
• Communicates clearly and effectively verbally and in writing and has superior listening skills.
• Interacts with others in a warm and professional manner.
• Represents RMI to the outside world, often by engaging with people at the highest levels in corporations, foundations, government, and academic institutions.

Minimum Qualifications:

• Three to five years of experience as an Executive Administrative Assistant in a professional environment
• Proficient in Microsoft Office, Zoom and Slack, Adobe, Calendly, Monday.com
• Excellent written and verbal communication skills
• Experience planning events and domestic and international travel
• Ability to identify potential problems before they arise and proactively propose solutions.
• Fluency in English

Preferred Qualifications:

• Ability to interact with staff at all levels, often under pressure, remaining positive, flexible, proactive, resourceful, efficient and managing multiple competing demands and priorities while ensuring accuracy and attention to detail.
• Ability to maintain professionalism and strict confidentiality at all times.
• Good judgment and strong decision-making ability.

Job Type: Volunteer/Internship