Position Description

Executive Assistant, Office of the President
Location United States
Department General
# of openings 1
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Vital Strategies is seeking a qualified candidate for the position of Executive Assistant, Office of the President. The role will be based in New York City. Applicants must possess a valid work permit to work in New York City.

Vital Strategies offers highly competitive compensation and comprehensive benefits. Vital welcomes and supports a diverse, inclusive work environment. As such, our commitment is to promote equal employment opportunities (EEO) for all applicants seeking employment. Candidates must be legally eligible to work in the U.S.

The Position

Vital Strategies is seeking a qualified candidate for the position of Executive Assistant, Office of the President. The role will be based in New York City. Applicants must possess a valid work permit to work in New York City.

Responsibilities

The suitable candidate for this role will be a seasoned professional who exercises good judgement in addressing multiple priorities in a dynamic work environment. Reporting to the President and CEO, responsibilities include but are not limited to:

  1. Assist the President/CEO with daily administrative duties and complete a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging itineraries and agendas and compiling documents for meetings.
  2. Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  3. Arrange complex and detailed travel plans, coordinating with the Executive team in our Paris office to support the CEO and executive leadership, both nationally and internationally including visas, per diem, cash advance and travel expenses.
  4. Serve as the President and CEO’s administrative liaison to the Board of Directors maintaining discretion and confidentiality. Manage Board activities, which include coordinating Board meetings and other Board activities; coordinate Board logistics as needed; and compile, assemble, and distribute Board meeting materials.
  5. Manage regional logistics for international meetings and conferences and develop relationships with event organizers; conduct advanced groundwork and trouble-shoot issues; provide the President and CEO overviews of who he will be meeting with during his domestic and international visits as well as the nature of the meetings; coordinate ground transportation and security.
  6. Communicate with the general staff on the President/CEO’s behalf and coordinate logistics for high-level meetings both internally and externally including Executive Management Team and Senior Leadership team.
  7. Work closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
  8. Provide excellent verbal and written customer service to high-level stakeholders for the scheduling and management of appointments, meetings and teleconferences across multiple time zones for the President and CEO and other executive leadership.
  9. Receive, screen, direct phone calls, mail, parcels, and emails that are routed to the Office of the President.

 

The Office of the President is a highly dynamic and eventful workplace that must be responsive to requests always.We thus prefer individuals who demonstrate the below competencies.

Qualifications & Skills:

  • Bachelor’s degree or equivalent experience and an interest in national and global health issues.
  • Five to ten years providing support for C-level leaders preferably in a global organization.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
  • Must be vigilant to safety risks while travelling overseas
  • Background in supporting senior executives who travel extensively
  • Ability to work independently and with professional discretion.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Excellent writing, editing, grammatical, organizational, and research skills.
  • Knowledge of other languages and international customs is an asset; knowledge of French or Spanish is helpful.
  • Excellent management, time-management, and problem-solving skills.
  • Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization •
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
  • Willingness to travel overseas

Requirements:

The Executive Assistant role is a full-time position. The candidate may be required to work some weekends during special conferences and events.

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