Business Support Specialist

Posted Date 1 month ago(11/2/2022 6:06 PM)
Job ID
2022-4807
Location
US-MD-Baltimore
Category
US Based Positions
Employment Status
Full-Time

Overview

The Business Support Specialist will provide a range of general administrative and operations management support to the Vice President for Global Engagement and Communications Office (GECO), including high level, confidential and professional functions.The Business Support Specialist plays a key role in conserving the VP’s time and focus, and ensuring appropriate communication between the Vice President, key internal and external executives, field operations, and employees. The Business Support Specialist will also provide program management support across the department, including providing administrative and travel support to select teams, supporting departmental meetings, events and activities, managing the Unit’s financial operations, including vendor management, invoice, procurements and contracts and working closely with the VP to develop and manage workplans and budgets.

 

This is a hybrid role that is based out of our Baltimore, MD office.

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 to Day 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
  • Establishes 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 reimbursements, 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.

Required Qualifications

  • BA with 5+ years' experience providing administrative support at the executive level and for departments
  • 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
  • Proficiency in MS Office with particular expertise in the use of MS Teams, databases/spreadsheets and presentation software
  • Proficient in using Microsoft outlook and scheduling software
  • Ability to use technology to create administrative efficiencies and an interest in staying technically current and mastering new software or on-line systems
  • Familiarity with program management softwares and budgeting systems
  • High level of confidentiality
  • Ability to travel up to 5% of the time domestically and internationally

 

Jhpiego, a Johns Hopkins University affiliate, is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. Jhpiego promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans.

EEO is the Law

 

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