What can you expect in this role?
Provide Administrative Support to the President and the CEO
1. Manage CEO calendar and coordinate with EGPAF teams on CEO availability and timing necessary to support key events and activities.
2. Arrange travel (including travel logistics such as visas, ground transportation, conference registrations, etc.) and process reimbursements for CEO and the Executive Vice President of Medical and Scientific Affairs.
3. Provide administrative support for EGPAF delegations to select international conferences, including managing hotel room block reservations, reception planning/venue contracts, and other logistics as needed.
Organize Leadership Team Meetings
4. Be responsible for meeting logistics, including agendas and associated materials, for select leadership meetings (Executive, Global and Senior Leadership teams, and EGPAF Townhalls).
5. Summarize meeting outcomes and work with the Executive Services Officer to delineate and communicate agreed upon next steps.
6. Schedule and organize internal town hall meetings and other webinars via Teams/Zoom, arranging simultaneous interpretation and recording.
7. Lead logistics for global meetings that require international travel, including proactively communicating with participating staff about logistics and collecting and coordinating all necessary details (visa invitation letters, travel details for airport transfers, etc.).
Support the Functions of the EGPAF Board of Directors
8. Schedule Board Committee calls and support circulation of agendas and associated meeting materials.
9. Coordinate with senior leaders on their submission of Board book materials and manage overall production process of the Board book with Design team.
10. Manage meeting logistics for Board meetings and Board dinners.
11. Capture meeting minutes for each Committee call and Board meeting, obtain Board Secretary approval of Board meeting minutes.
12. Collect and maintain records from Board members that are needed to ensure legal compliance.
Communications and Coordination with other Departments
13. Manage scheduling of CEO media interviews and associated preparatory discussions.
14. Inform Digital team of changes to Board members and/or GLT members to update bios on external website.
15. Serve as Executive team’s Knowledge Management point of contact.
16. Manage process of getting executive communications translated into French and Portuguese, as needed.
17. Coordinate with Development team on CEO availability and timing necessary to support key fundraising milestones and completing specific donor engagements.
18. Coordinate with PPA team on CEO availability for key political and thought-leadership events and meetings.
To be successful, you will have:
19. Strong organizational and computer skills, as well videoconferencing experience
20. High attention to details
21. Ability to summarize and share information clearly and concisely.
22. Thrives on a small team with multiple areas of responsibility.
23. Self-starter and self-motivated
Bonus points if you have:
24. Experience with developing countries
25. Fluency in French or Portuguese