Senior Administrative Associate

5 months ago

London, United Kingdom International Rice Research Institute Full time

PATH is a global nonprofit dedicated to achieving health equity. With more than 40 years of experience forging multisector partnerships and with expertise in science, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales up innovative solutions to the world’s most pressing heath challenges.

The Center of Digital and Data Excellence (CoDE) at PATH works with government ministries of health, the private sector, and donors to strengthen the use of digital technologies and data for improved health services. Digital Square is one of CoDE’s flagship global initiatives. It is PATH-led and funded by multiple donors, including USAID and the Bill & Melinda Gates Foundation, to advance digitally enabled health services to help close the health equity gap. Conceived from the lessons of the inefficiencies and redundancies of prior investments in digital technologies for international development, Digital Square works with ministries of health to align adaptable, interoperable digital technologies with local health needs and brings partners together to improve how the global community designs, uses, and pays for digital health tools and approaches.

PATH is currently recruiting for a Senior Administrative Associate for its Digital Square’s Executive Director and Technical Director, based in either London, UK or Geneva, Switzerland. The Senior Administrative Associate will be the main point of contact and provide administrative support and coordination to the Digital Square leadership team members.

**Responsibilities**:

- **Support to assigned Digital Square Directors (75%)**:

- CommunicationsPrepare, draft, and review messages for internal and external audiences.

Synthesize data and information from multiple sources in electronic, written, and verbal formats to support development of Director-led documents/communications.
Manage, save, and classify documents according to the SOPs for DSQ knowledge and file management.
Represent senior leadership by serving as a liaison to internal and external audiences and following up with key stakeholders when appropriate.
- Calendaring & Meeting CoordinationManage the Directors’ calendars and document prioritization and interaction rules; rescheduling and/or prioritizing conflicts based on those rules.

Partner with others to manage, plan, and coordinate activities and communications for onsite and off-site Director-sponsored meetings and events.
Provide background information and/or supporting documents in preparation for meetings.
Support the Directors to plan meetings, including scheduling a virtual or in-person meeting location, developing the agenda, tracking the attendee list, and any other requirements.
Serve as point of contact when meeting updates occur and triage as necessary.
Attend meetings at the request of the Directors to take notes, write up a meeting summary, and draft related action items.
- Travel & ExpensesManage the Directors’ credit card reimbursements and work expenses.

Maintain documentation of bios, photos, and other key collaterals for Directors.
- Initiative Administrative SupportWork as a member of the Administrative Assistants’ team and support continuous administrative process improvements.

Support the Directors with other activities related to their leadership functions and needs as needed and as assigned.
- **Board Management (25%)**Schedule quarterly Board and subcommittee meetings.

Work with the team to develop and distribute board book prior to the meetings.
Attend meetings and prepare meeting minutes after all Board and committee meetings. This includes updating related documents and maintaining accurate corporate records.
Work with Deputy Director of Operations and Executive Director to ensure Board member terms and agreements are up to date.
Support formatting of contributions to Board and subcommittee meetings and communications.
Support management of relevant subcommittees.

**Required skills and experience**:

- At least 3 years of experience in executive assistant/administrative support to senior management.
- Experience with maintaining strict confidentiality regarding sensitive matters and information.
- Demonstrated skill in managing multiple complex tasks in a timely manner.
- Ability to effectively prioritize competing demands and adapt easily and quickly to changing priorities.
- Strong organizational skills, high level of attention to detail, and effectiveness under deadlines.
- Team-focused and collegial with the ability to interact with diverse colleagues and facilitate strong working relationships; adept at working closely with others over geographical distance.
- Excellent written and oral communication skills in English; diplomacy in communicating with a broad and diverse audience.
- Proficient in Microsoft Office software suite, and ability to learn other software as needed.

**Preferred skills and experience**:

- Language proficiency in French and language(s) other than E

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