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Job Req ID:  103217

Senior Executive Assistant

The Senior Executive Assistant is responsible for efficient and effective administration of operational activities in the Executive Office (EO), including direct support to the CEO/President for all internal and external activities. This position is accountable for the preparation and regular monitoring of the Executive Office budget, processes and systems. The Senior Executive Assistant is a critical member of the CEO/President’s team interacting with a broad range of constituents on a daily basis.


Responsibilities:


Office Management, Support & Logistics:


  • Manages CEO’s day-to-day activities including calendar management, arranging conference calls and meetings and preparing background material for meetings
  • Coordinates all Leadership Meetings including finalizing agenda and ensuring leadership team member reports are received
  • Compiles and disseminates information as requested by the CEO
  • Takes notes to ensure operational list of follow up actions is developed and circulated
  • Coordinates all aspects of the annual Leadership Retreat, Leadership Team Meetings, Staff Meeting and other important meetings the CEO convenes
  • Provides talking points to CEO for staff meetings
  • Works with the Leadership Team to recruit presenters for the staff meeting
  • Reviews incoming invitations to determine importance and routing
  • Reviews, analyzes and sorts all incoming material and data, summarizing content to brief the CEO regarding important issues or conflicts as they arise
  • Requests information and actions on behalf of the CEO to ensure that these requests are fulfilled efficiently and effectively
  • Composes correspondence on behalf of the CEO
  • Builds and fosters relationships with high level internal and external global and domestic partners
  • Coordinates all aspects of travel related activities including:

                    o Airline reservations         

                    o Hotel reservations and payments

                    o Domestic and international ground transportation reservations and payments

                    o Travel agendas and notebooks

                    o Coordination with Country Offices

                    o Coordination with travel office to obtain any necessary visas

                    o Expense reports including reconciling expenses

  • In the CEO’s absence ensures that requests for action or information are relayed to appropriate staff members, dealing appropriately with confidential, sensitive and proprietary information
  • Consistently exercises discretion, diplomacy and tact in correspondence with all stakeholders
  • Conducts due diligence and follow-up activities to ensure delivery of activities / services within established timelines
  • Locates, assembles and prepares oral and written presentation material using multiple data sources
  • Updates CEO’s CV and biographical information
  • Prepares Executive Office Work Plan

                    o Memberships

                    o Conferences and Site Visit Locations

                    o Reviews expenses with COFO and CEO; coordinates with Finance to resolve any adjustments required

                    o Leadership Retreat invoice for the previous year


COFO Support:


  • Serves as a liaison with the Office of the Provost as the CEO directs on matters
  • Serves as a liaison with the Office of the Chairperson of the Jhpiego Board of Directors as the CEO directs on matters
  • Works with COFO to plan and establish a schedule for key activities of the CEO, COFO and Director throughout the year
  • Maintains and updates the status of activities on a quarterly basis
  • Reviews status of key activities with the COFO and provides key updates
  • Schedules Jhpiego BOD meetings in coordination with Board Members’ Assistants
  • Works with finance to prepare presentations for the CEO and board members
  • Acts as minute taker in meetings, identifying key follow-up and action items
  • Prepares and disseminates agendas and draft minutes to board members
  • Supports the Provost and Executive Office budget processes:

                    o Prepares timeline of planning meetings to prepare for meeting Provost Budget

                    o Works with Provost Office to schedule meeting once notice is received from Provost

                    o Gathers information for budget narrative

                    o Prepares budget books

                    o Once information is received from finance review tables from previous budget


General Office Administration:


  • Provides general administrative support and assistance requiring knowledge of office routines and an understanding or 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 and relevant business and personal information
  • Accountable for the secure storage of sensitive, confidential information in accordance with record keeping best practices and applicable legislation
  • Ensures that the Executive Offices are in pristine condition and coordinates with Facilities Management Team regarding decoration and supplies.


Special Skills, Knowledge & Abilities

  • Experience supporting Executive needs and operations in a fast-paced, matrixed organization
  • 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 databases/spreadsheets and presentation software
  • Ability to use technology to create administrative efficiencies and an interest in staying technically current and mastering new software or on-line systems
  • High level of confidentiality


Minimum Qualifications
  • Bachelor's degree
  • Five years experience in support of academic, business, research and/ordevelopment activities and operations, providing high level administrative oversight, coordination, and advice.
  • Additional related experience (i.e. experience in field for which the executive to whom this position reports to is responsible) may be considered in lieu of degree to the extent permitted by the JHU equivalency formula, in exceptional cases

Jhpiego