Executive Assistant

US-MD-Baltimore
3 weeks ago
Job ID
2017-2993
Category
US Based Positions

Overview

Executive Assistant (EA) performs a variety of high level, confidential professional and administrative functions in support of the Chief HR and Administrative Officer (CHRAO). Additionally, the EA manages the global employee database and provides administrative support for various HR functions carried out by the members of the Global Human Resources (GHR) team.  Another key role of the Executive Assistant is to conserve the CHARO’s time and focus, and ensure appropriate communication between the CHARO, key internal and external executives, field operations, and employees.

Responsibilities

  • Manages CHRAO’s day-to-day activities including calendar management, arranging conference calls and meetings, compiling and disseminating meeting background information and ensuring effective time management
  • Establishes appointment priorities and sets up appointments as appropriate

  • Works closely with the travel office to arrange all local, domestic and international travel, including managing travel agendas and materials, preparing expense reports for reimbursements, reconciling expenses and keeping up-to-date with Jhpiego policies for travel and business related activities

  • Process all HR related invoices for payment through SAP system

  • Work with Contracts Management and Compliance Division to process all HR contractual documents

  • Maintain the employee database working with in-country staff to ensure employee data is up to date at all times

  • 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. 

  • Requests information and actions on behalf of CHRAO and ensure that these requests are fulfilled efficiently and effectively

  • Composes complex correspondence requiring understanding of Jhpiego’s mission, priorities and CHRAO’s  role

  • Manages high level relationships with internal and external global and domestic partners

  • In CHRAO’s absence ensures that requests for action or information are relayed to appropriate staff members

  • Ensures and maintains confidentiality of all sensitive information 

  • Performs varied secretarial duties requiring knowledge of office routines and an understanding of the organization’s programs, priorities and, procedures related to the work of the office

  • Prepare annual merit increase memos for CHRAO’s signature and distribute to staff

  • Ensure 120-day reviews are completed on time and forms are completed and filed

  • 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

  • Assist with organizing HR related events and meetings including morale events and BBLs

  • Respond to HR related requests from organizational info mailbox 

Required Qualifications

  • 5+ years' senior level administrative management experience
  • BA preferred

  • Experience working on a wide variety of special projects and special assignments

  • Highly motivated, energetic, independent self-starter with strong service orientation

  • Demonstrated ability to be proactive and work with little direction

  • Highly organized with keen attention to detail and ability to prioritize multiple responsibilities

  • Ability to interact with staff in a fast paced environment, remaining flexible, proactive, resourceful and efficient

  • Strong oral and written communication skills

  • Aware of and sensitive to working in multiple socio-economic settings and with multi-cultural groups in a developing country environment

  • Proficiency in MS Office with particular expertise in the use of presentation software

  • Experience with SAP or applicant tracking system such as iCIMS, Taleo preferred

  • Ability to use technology to create administrative efficiencies and an interest in staying technically current and mastering new software or university on-line systems

  • Fluent French or Spanish language skills preferred

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