Executive Assistant II Job at Management Sciences for Health in Arlington

About the Role:

This position provides the opportunity for a highly motivated and organized individual to experience working with and supporting a non-profit organization's Vice President's office. The individual will be exposed to various management and operational activities across the organization. The successful candidate for this role will be driven by passion for global public health and motivated to contribute to the operational excellence required to achieve MSH's mission.

This position will provide diverse, high-level administrative and operations support to the VP . The role will also ensure follow-up actions take place at all key meetings facilitated or directed by the VP, and will serve as a trusted partner and liaison to the senior management on the team. The Executive Assistant will work in a global and fast-paced environment with passionate team members who are focused on delivering MSH's mission.

This position is exempt under the Fair Labor Standards Act (FLSA).

Specific Responsibilities Include:

Operations Support (50%)

• Establish and maintain effective working relationships with the MSH Leadership Team and FAO and CPCO/HR Management Team to support organizational initiatives and projects. Effectively navigate matrixed management. Based on the team's annual workplan, operational projects will be divided between the Operations Officer and the EA II.
• Independently respond to internal and external requests for coordination and task management assistance. Provide answers and recommendations using independent judgement that are aligned with FAO processes and policies.
• Collaborate with various team leaders as needed to facilitate cross-department communication to drive involvement in FAO
• Coordinate and manage meetings.
• Closely work with Ops manager to track and maintain current FAO information, documents, and contacts using SharePoint, Salesforce, and other filing.
• If requested, attend meetings and take minutes of action points; compose minutes for dissemination, and track action points for follow-up.

Support to the Vice President (50%)

• Provide high-level administrative support to the VP, including independently managing an active calendar of meetings, completing the VP's expense reports, and arranging complex and detailed travel plans. The EA uses their discretion to keep the VP apprised of deadlines and escalates urgent matters as necessary.
• Plan and prepare the VP for internal and external events (e.g., MSH Leadership Retreats, Board Meetings, donor meetings, and project visits), including developing briefing materials, talking points, presentations, and other relevant duties related to the success of the event
• Conduct research and gather information as required to support executive decision-making.
• Independently triage internal VP, meeting requests and support meeting participation through briefings and agenda setting as needed.
• Plan meetings led by the VP: manage invitations and correspondence; select participants, draft meeting agendas, take meeting notes; compile, file, and disseminate meeting documentation to participants.
• Prepare professional and confidential correspondence. Use independent judgment draft correspondence on the VP, behalf when needed and appropriate. Prepare other communications, presentations, reports, and notes for the VP. Maintain related files on SharePoint.
• Other duties as assigned.

QUALIFICATIONS

REQUIRED MINIMUM EDUCATION

• Bachelor's required, preferably with a focus in public health, international development, business, or a related field.

REQUIRED MINIMUM EXPERIENCE

• Minimum of 3 - 5 years of related experience with a BA.

Preferred:

• At least 3 years of experience providing administrative support, including for a large organization (corporate or nonprofit) with significant responsibility for external communications with key partners, donors, and/or clients.
• Experience and understanding of global non-profit management and operations and global health project management preferred.
• Experience living, studying, or working in low- or middle-income countries preferred.

KNOWLEDGE AND SKILLS

• Outstanding project management skills with impeccable multi-tasking abilities. Ability to independently set priorities, accomplish tasks and meet deadlines, and keep colleagues informed of progress.
• Demonstrated organizational, planning, and time management skills. Independent judgment is required to plan, prioritize, and organize a diverse workload while maintaining consistent, quality performance standards.
• Effective team player that completes individual tasks on time, closes communication loops and asks clarifying questions to assure mutual understanding.
• Skilled at managing complex schedules and international travel.
• Excellent meeting management skills and in-person, phone, email, and written communication skills for team members and clients, with tact, even in stressful situations.
• Able to handle confidential and sensitive information with the utmost discretion.
• Excellent English verbal and written communication skills, including writing clearly and concisely, and copy editing for style and grammar.
• Additional language skills in French, Spanish, and/or Portuguese are preferred.
• Highly proficient in Microsoft Office suite (Outlook, Word, Excel, and PowerPoint). Experience working in SharePoint, and Teams preferred. Salesforce experience is a plus.

COMPETENCIES

• Demonstrated ability to work flexibly, collaboratively, and productively with a diverse cross-cultural team and foster a collaborative spirit, with a good sense of humor, and the ability to create positive working relationships with colleagues.
• Exceptional interpersonal and communications skills, with the ability to work collaboratively with employees at every level and across all departments of the organization, and the ability to build relationships with stakeholders including staff as well as external stakeholders.
• Demonstrated ability to work independently and competence to assess priorities and manage a variety of activities in a time-sensitive environment while meeting deadlines with attention to detail and quality.
• Ability to manage and track details across multiple workstreams simultaneously. Skilled at proactively following up on outstanding items and closing loops to complete processes and achieve results.
• Solution-oriented, proactive, pragmatic, and resourceful problem solver with strong critical thinking and analytical skills.
• Adept at developing simple reports, presentations, and other basic communications materials.
• Comfortable and confident in independently finding needed information, asking for help when needed, or making effective autonomous decisions in a timely manner.
• Tact and ability to work well with and support senior leaders. Previous experience with administrative work for an executive-level professional. Initiative in anticipating VP's needs and being proactive.

PHYSICAL DEMANDS

• Availability to travel domestically and internationally as needed (up to 5% time).
• Keyboard use, pulling drawers, lifting paper<10lbs. etc.

The expected salary range for this position is: $58,656.00 - $75,000.00 annually (U.S. locations only).

MSH considers multiple job-related factors when determining an offer, including but not limited to, business and organizational needs, candidate qualifications, internal equity, location, and internal budget.

Salary is just one of many aspects of our total rewards package; at MSH, our goal is to provide you with a comprehensive set of competitive benefits that includes a substantial vacation, sick and holiday policies, training and development programs, competitive insurance coverage for health, vision, dental, life, short-term and long-term disability, 401k plan, Flexible Spending Account, among others.

The selected candidate will be able to work remotely in a country where they are authorized to work and MSH is registered.

MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.

EEO is the Law - English

EEO is the Law - Spanish

Pay Transparency Nondiscrimination Poster

Know Your Rights - Workplace Discrimination is Illegal

Family and Medical Leave Act (FMLA)

Employee Polygraph Protection Act

MSH EEO-AA Policy