Executive Assistant to the President & CEO

JSI Research & Training Institute, Inc. (JSI) is a public health management consulting and research organization dedicated to improving the health of individuals and communities throughout the world. JSI is currently seeking an Executive Assistant to the President & CEO.

The Executive Assistant will provide timely and accurate administrative and operational support to the President & CEO. The position serves as the primary point of contact for internal and external constituencies on matters pertaining to the President & CEO. The position maintains the President & CEO’s calendar, arranges travel, schedules and plans meetings, assists with the preparation of presentations, prepares reports, handles a wide variety of administrative activities that are confidential and privileged in nature.

RESPONSIBILITIES

• Manages the day-to-day operations of the President & CEO including responding to phone and email inquiries and escalating non-standard issues as needed. Acts as point of contact for internal stakeholders and external clients. Manages all aspects of the President & CEO’s calendar by scheduling internal and external appointments and handling confidential correspondence. Anticipates potential scheduling conflicts and works with other team members as needed to assess priorities and determine solutions.
• Assists the President & CEO in creating and proofreading reports, correspondence, and presentations. Duties may include drafting documents; managing documents for signature or approval; and summarizing department activities for internal and external communications.
• Arranges domestic and international travel itineraries. Secures visas, books hotels, coordinates local transportation, and handles other travel-related logistics. Ensures flights and hotels follow applicable JSI policies. Handles expense reports upon completion of travel.
• Administers payment requests and invoices. Duties may include scheduling payments, assisting with the creation of budgets, initiating payments to vendors and processing payments made to the office/department.
• Acts as a liaison and provide support to the Board of Directors. Arranges and handle all logistics for Board meetings and events, to include schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary. Adheres to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Oversees events related to the office of the President & CEO. Responsibilities include drafting initial guest list, creating invitations, dissemination of invites, securing event space, initial negotiation of contracts, and managing advance of day-of logistics.

QUALIFICATIONS

Education:

• Bachelor’s Degree required.

Experience:

• At least three (3) to five (5) years of executive support experience, including supporting C-level executives. Nonprofit board experience is appreciated but not required.

Knowledge, Skills, and Abilities:

• Experience working with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
• Strong commitment and ability to execute work with an equity lens.
• Exceptional verbal and written communication skills.
• Exceptional organizational skills, ability to multi-task, ability to “jump in” where needed.
• Ability to observe strict confidentiality in all aspects of services provided.
• Ability to consistently demonstrate initiative, professionalism, and flexibility and work within an environment of frequent interruptions conflicting priorities and varying workloads.
• Ability to manage sensitive information during a change management process.
• Experience working at a non-profit or INGO preferred.
• Experience with C-Suite strongly preferred.
• Familiarity/willingness to work with the Google Suite and ability to troubleshoot simple technical issues.