Executive Assistant

Overview

• Provide high-level administrative support to the Chief of Communications and Communications Directors in a dynamic, mission-driven environment.
• Collaborate effectively with internal and external stakeholders to ensure seamless operations and communications.
• Manage complex scheduling demands, including calendar management, meeting logistics, and travel arrangements.
• Prepare and edit documents, presentations, and meeting materials with exceptional attention to detail and accuracy.
• Support strategic planning efforts, team events, and retreats, ensuring effective coordination and execution.
• Oversee procurement and contract management processes, maintaining documentation and advancing workflows.
• Maintain organizational systems for files and materials, ensuring accessibility and efficiency.
• Act as the primary contact in the absence of the Chief Communications Officer, addressing requests and resolving issues.

Key Responsibilities & Duties

• Manage executive calendars, scheduling meetings, and coordinating logistics with precision and responsiveness.
• Prepare and distribute meeting agendas, materials, and notes, ensuring timely follow-up on action items.
• Handle expense reporting and credit card reconciliations, maintaining accuracy and compliance.
• Support procurement activities, including contract renewals and documentation management.
• Create and edit professional documents and presentations, ensuring consistency and quality.
• Coordinate travel arrangements and conference attendance for the Communications division.
• Maintain organizational systems for files and materials, ensuring efficient access and management.
• Provide backup coverage for administrative staff and support onboarding of new team members.

Job Requirements

• Minimum of 10 years of administrative support experience, with at least 5 years supporting C-level executives.
• Bachelor's degree preferred; relevant experience in health-related fields or public health is advantageous.
• Proficiency in Microsoft Office 365 tools, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Exceptional organizational skills, capable of managing multiple tasks with attention to detail.
• Strong interpersonal skills, adept at building relationships and collaborating across teams.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Experience with procurement processes, contract management, and expense reporting.
• Proficiency in creating graphics, charts, and data visualizations; Visio experience preferred.