• Executive Assistant

    Location US-MD-Baltimore
    Posted Date 2 months ago(4/10/2018 4:40 PM)
    Job ID
    2018-3160
    Category
    US Based Positions
  • Overview

    Executive Assistant provides administrative support to the Director of the Executive office and the Chief Operating Officer (COO) in communicating and organizing activities with Jhpiego’s senior leadership, staff, Johns Hopkins University and other external partners. EA also provides support to the President and CEO as needed.

     

     

    Responsibilities

    • Manage COO calendar and meeting scheduling
    • Provides assistance to COO as needed
    • Compile the CEO’s Travel Notebook in coordination with the Director
    • Make hotel and ground transportation for the CEO in coordination with the Director
    • Coordinate with travel office to obtain any necessary visas for CEO
    • Monthly preparation of the Leadership Team Notebook for the CEO, COO and Director
    • Schedule and coordinates monthly staff meetings in collaboration with Director and CEO to develop agenda
    • Ensures presentation materials are prepared for staff meeting (including a rehearsal before the meeting)
    • Catering for monthly staff and Leadership Team meetings
    • Follow up with appropriate staff regarding Executive Office requests for action or information and deals appropriately with confidential, sensitive and proprietary information
    • Submit invoices for payment through SAP
    • 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
    • Maintains an efficient and effective filing system for all contact information and correspondence.
    • Disseminate via email Article and Award Announcements
    • Maintain and order office supplies
    • CRM and Outlook input of CEO’s business cards and contact information
    • Maintain executive conference room equipment
    • Pick up and distribution of Executive Office mail
    • Other duties as assigned

       

    Required Qualifications

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

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

    • Knowledge of business administration and management principles, including strategic planning, leadership and human resources
    • Highly motivated, goal oriented and self-starter with ability to maintain high level of professionalism and confidentiality in fast paced environment
    • Demonstrated ability to be proactive and work with little direction

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

    • Demonstrated ability to maintain office decorum and confidentiality
    • Strong service orientation and ability to work collaboratively with both peers and senior level staff
    • Demonstrated organizational skills, 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

    • Stronge writing and presentation 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 similar program

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

     

    Preferred Qualifications

    • Knowledge of international public health issues

     

     

     

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