Administrative Assistant
United States of America (the) - Cambridge
OVERALL RESPONSIBILITIES
The Administrative Assistant assists with the implementation of project activities by providing administrative and logistical support to project and Center staff. S/he provides all secretarial and logistical assistance, and assists with maintaining efficient office operations – copying/filing of documents, managing reports and resources, scheduling and coordinating meeting/events and logistics, and administratively supporting project staff. The Administrative Assistant ensures that administrative systems are conducted according to MSH policies and procedures and in compliance with USAID regulations. The Administrative Assistant is aware of, and adheres to, MSH’s Procurement Integrity standards in all activities.
SPECIFIC RESPONSIBILTIES
1. Assist with all aspects of general office coordination.
2. Perform general clerical duties to include, but not limited to, copying, faxing, mailing and filing.
3. File and retrieve organizational documents, records and reports.
4. Create and modify documents such as invoices, reports, correspondence/letters and financial statements using word processing, spreadsheet, database and/or other presentation software.
5. Conduct research, compile data and prepare reports as requested
6. Support staff in coordinating appointments, preparing/disseminating materials, translating and formatting letters, technical documents, reports and presentations.
7. Schedule, coordinate, attend and document program and project team meetings, as requested.
8. Schedule meetings and coordinate meeting rooms; record, compile, transcribe and distribute meeting minutes, as requested.
9. Coordinate international/domestic travel and hotel arrangements related to CLM activities. Ensure that all travel arrangements are in compliance with USAID regulations and CLM procedures.
10. Process visa requests as needed.
11. Provide support to staff in assigned project-based work, as needed.
QUALIFICATIONS:
• Bachelor's Degree and/or equivalent relevant experience.
• At least 2 years experience in an administrative position.
• Good working knowledge of Microsoft Office Suite applications, including Word, Excel, Access PowerPoint, Outlook and internet research.
• Ability to work independently, takes initiative, prioritize tasks and meet deadlines.
• Strong office and organizational skills; demonstrated ability to handle variety of activities with an attention to detail and quality.
• Demonstrated ability to work as an effective team member in a complex and fast paced environment.
• Excellent interpersonal and communication skills (verbal and written); demonstrated ability to interact professionally with culturally diverse staff, clients and consultants.
• Demonstrated ability to use discretion and good judgment; ability to maintain a high level of professionalism, confidentiality and tactfulness.
• Ability to speak and write in Spanish, French, or Portuguese is preferred.
OVERALL RESPONSIBILITIES
The Administrative Assistant assists with the implementation of project activities by providing administrative and logistical support to project and Center staff. S/he provides all secretarial and logistical assistance, and assists with maintaining efficient office operations – copying/filing of documents, managing reports and resources, scheduling and coordinating meeting/events and logistics, and administratively supporting project staff. The Administrative Assistant ensures that administrative systems are conducted according to MSH policies and procedures and in compliance with USAID regulations. The Administrative Assistant is aware of, and adheres to, MSH’s Procurement Integrity standards in all activities.
SPECIFIC RESPONSIBILTIES
1. Assist with all aspects of general office coordination.
2. Perform general clerical duties to include, but not limited to, copying, faxing, mailing and filing.
3. File and retrieve organizational documents, records and reports.
4. Create and modify documents such as invoices, reports, correspondence/letters and financial statements using word processing, spreadsheet, database and/or other presentation software.
5. Conduct research, compile data and prepare reports as requested
6. Support staff in coordinating appointments, preparing/disseminating materials, translating and formatting letters, technical documents, reports and presentations.
7. Schedule, coordinate, attend and document program and project team meetings, as requested.
8. Schedule meetings and coordinate meeting rooms; record, compile, transcribe and distribute meeting minutes, as requested.
9. Coordinate international/domestic travel and hotel arrangements related to CLM activities. Ensure that all travel arrangements are in compliance with USAID regulations and CLM procedures.
10. Process visa requests as needed.
11. Provide support to staff in assigned project-based work, as needed.
QUALIFICATIONS:
• Bachelor's Degree and/or equivalent relevant experience.
• At least 2 years experience in an administrative position.
• Good working knowledge of Microsoft Office Suite applications, including Word, Excel, Access PowerPoint, Outlook and internet research.
• Ability to work independently, takes initiative, prioritize tasks and meet deadlines.
• Strong office and organizational skills; demonstrated ability to handle variety of activities with an attention to detail and quality.
• Demonstrated ability to work as an effective team member in a complex and fast paced environment.
• Excellent interpersonal and communication skills (verbal and written); demonstrated ability to interact professionally with culturally diverse staff, clients and consultants.
• Demonstrated ability to use discretion and good judgment; ability to maintain a high level of professionalism, confidentiality and tactfulness.
• Ability to speak and write in Spanish, French, or Portuguese is preferred.
How to apply
To apply for this position, please visit the Employment Opportunities section of our website at www.jobs-msh.icims.com. If you cannot apply online or have difficulty doing so, please email an explanation of your problem to iRecruiterproblem@msh.org.
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