• 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 with high level internal and external global and domestic partners
• Coordinates all aspects travel related activities including:
  • Airline reservations
  • Hotel reservations and payments
  • Domestic and international ground transportation reservations and payments
  • Travel agendas and notebooks
  • Coordination with Country Offices
  • Coordination with travel office to obtain any necessary visas

• 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 Board of Directors meetings in coordination with Board Members’ Assistants
• Works with finance to prepare presentations for the CEO and Board Members
• Acts a 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:
  • Prepares timeline of planning meetings to prepare for meeting Provost Budget
  • Works with Provost office to schedule meeting once notice is received from Provost
  • Gathers information for budget narrative
  • Prepares budget books
  • Once information is received from finance review tables from previous budget

• 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 coordinate with Facilities Management Team regarding decoration and supplies.

• Bachelors degree in business administration or relevant degree
• 5-7 years of executive assistant experience; 8+ years preferred
• 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
• Ability to travel up to 5% of the time domestically and internationally

Jhpiego, a Johns Hopkins University affiliate, is an equal opportunity employer and does not discriminate on the basis of gender, marital status, pregnancy, race, color, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity or expression, veteran status, other legally protected characteristics or any other occupationally irrelevant criteria. Jhpiego promotes Affirmative Action for minorities, women, individuals who are disabled, and veterans.

EEO is the Law