Executive Assistant

We’re looking for a stellar Executive Assistant to support the office of the CEO and drive administrative & operational excellence for our C-suite! This is a critical full-time role that will help our leadership stay organized and bring their best to our mission.

In this role, you will report to our Chief of Staff, and your key responsibilities will include ensuring smooth day-to-day coordination for COS and the CEO, providing calendar management and administrative support to the C-Suite, and coordinating org-wide strategic initiatives with the wider leadership team, senior managers, and teammates.

The role can be remote or based in one of our hubs (Nairobi, Kathmandu, Dakar, or Kampala), and will support our CXOs spread across US, Kenya and India.

Key Responsibilities

Scheduling & Calendar Management (30%):

• Provide proactive calendar management for the CEO and Chief of Staff. This includes scheduling meetings, maintaining calendar hygiene, preparing weekly schedules, forecasting conflicts and working quickly to resolve them.
• Manage schedules for other CXOs as needed.

Meeting Planning & Execution (25%):

• Drive meeting preparation & follow-up for leadership & org-wide meetings owned by the office of the CEO, including sharing of agendas, meeting notes, action items, recordings, slide decks, and other relevant materials
• Provide technology support during meetings owned by CXOs
• Collaborate & coordinate with all functional teams to plan, execute & create a positive virtual experience for recurring org-wide touchpoints (All Hands, Town Halls, & Brown Bags).
• Partner with POPs to plan & support people engagement events as needed.

Project Management & Coordination for Org-wide initiatives (20%)

• Coordinate the org-wide annual goals (OGSM) reporting process each quarter across all teams to facilitate timely and high-quality strategy reviews.
• Coordinate organizational planning, preparation, and administration for key milestones in our annual operating cadence

Travel Coordination (10%):

• Plan, coordinate, & arrange travel for the Strategy Team and Board of Directors. This includes travel & logistics support for in-person meetings and conferences (international & domestic) attended by CXOs & Directors.
• Support CXOs & Directors in travel and meetup planning for functional teams, including logistics support as needed.

Org-wide Communications Support (10%):

• Support the Chief of Staff & CEO to gather relevant data across the org, conduct analysis, & create presentations & reports for diverse audiences (the leadership team, Board of Directors, and the full team).
• Draft org-wide communications as needed for the Chief of Staff or CEO.

Skills Knowledge and Expertise

• Prior experience preferred in supporting C-level executives or senior management in a similar capacity
• Exceptional planning, organization, and time management skills
• Exceptional writing & verbal communication skills
• Strong presentation and meeting facilitation skills
• A natural relationship builder and people person who can create positive virtual and in-person experiences for those you interact with
• Detail-obsessed
• Ability to multitask, prioritize, and move several projects forward in parallel
• Fast learner
• A collaborative team player who can work independently and collaboratively with teammates across the org
• Comfort with tight deadlines in a fast-paced and dynamic environment
• Ability to consistently follow through on tasks and projects
• Highly skilled at following up with others proactively and assertively, yet with utmost patience, kindness and empathy
• High-energy and efficient
• Possess a can-do attitude
• Flexible to changing needs/priorities
• Perform well under pressure
• Strong judgement, integrity and discretion when handling sensitive and confidential information
• Demonstrates initiative, creativity, solidarity, humanity and openness in line with our org values

Why Medic?

Purpose & Impact

• Ability to create and see real impact in your work
• Freedom to take initiative and innovate, bonus of an agile, small team
• Work for a globally awarded social enterprise recognized for developing a solution that can create global systems change in the health sector

The Team

• Work with a value and mission driven team that is consistently described as warm, incredibly kind and supportive
• Exposure to a diverse team: over 15 different nationalities
• Opportunities for global travel: all team meet-up + functional team meet-up + field visits

Work/Life & Growth

• Generous leave time: vacation, maternity/paternity, bereavement, & sick days
• Professional development funds & opportunities + 5 days off for prof dev
• Home Office Set up Stipend.
• Flexible, remote schedules

About Medic

Medic is a 501(c)(3) nonprofit organization founded in 2010 to advance health and human flourishing with and for the hardest-to-reach communities. We envision a more just world in which health workers are supported as they provide care for their neighbors, universal health coverage is a reality, and health is a secured human right. Practically, we have advanced our mission by building, implementing, and supporting open-source digital tools that support Community Health Workers, managers, and facility-based health workers. Along with our partners, we build and apply software that helps health workers deliver high-quality, equitable care in redesigned health systems. Our team and partners support more than 28,000 frontline health workers caring for an estimated 15 million people in 18 countries across Africa and Asia.

Each member of our team was drawn to this mission and emboldened by a vision of global health equity. Our diversity of skills and experiences helps us tackle complex challenges – we look forward to hearing from you and exploring ways to work together.