Header

Senior Administrative Assistant Management Sciences for Health

10:44:00 AM

OVERALL RESPONSIBILITIES:

The Senior Administrative Assistant position provides specialized and general support to the LMG Project Director. Major responsibilities include managing schedules and interacting with all levels of leadership within the LMG Project and the CLM organization in addition to outside clients and donors. Serve as host and coordinator for out of country visitors in addition to fulfilling regular administrative duties such as: filing, photocopying, and dissemination of confidential and non-confidential material, scheduling and planning meetings and events, performing Internet searches, mailing, and faxing. The ideal candidate would be one interested in a long-term partnership with the LMG Project Director and be willing to support the mission of MSH through his/her work in this role.

SPECIFIC RESPONSIBILITIES:

Assistance to the LMG Project Director

Manage calendar and schedule: •Assist in scheduling and organizing meetings and appointments. •Plan for the daily calendar, by printing documents and preparing meeting agendas prior to meetings. •Record and distribute minutes of meetings as needed. •Make arrangements for catering food for meetings as needed. •Triage meeting requests with respect to objectives, agenda, and participants. •Schedule and, as necessary, assist with teleconferencing and videoconferencing facilities. •On occasion, be prepared to personally represent the Project Director in meetings and/or take notes to brief the LMG Project Director during follow up or scheduling conflicts.

Travel: •Make travel arrangements, including flights, accommodations, and on-ground transportation. •Prepare and submit travel expense forms, and other expense reimbursement forms as needed.

Correspondence: •Independently draft and format letters and e-mails as appropriate for general and routine correspondence. •Mail correspondence and potentially confidential information to non-MSH staff. •As requested, print and organize e-mails. Develop organizational system for filing. •As requested, answer and screen phone calls.

Filing: •Maintain both hard copy and electronic files. •Archive files as necessary. •Copy, file, and distribute potentially confidential information to designated MSH staff.

General support

•Organize and maintain LMG and LMG Project Director subscriptions. •Order supplies for the office. Prepare purchase orders, check requests, routine correspondence, and collaborate with the LMG Finance Director and MSH Procurement Officer as needed. •Coordinate office space needs and assist with office moves, as needed. •Support other senior LMG staff based in the Arlington office, as requested. •Perform Internet research and prepare reports, as requested. •Handle ad hoc internal and external requests as needed. •Other duties as assigned.

QUALIFICATIONS:

  1. Bachelor’s degree and minimum of 4 years experience providing direct support to a senior-level manager.
  2. Excellent written and verbal communication skills
  3. Excellent interpersonal skills and ability to work successfully in a team environment.
  4. Demonstrated competence to handle a variety of activities with attention to detail and quality.
  5. Excellent organizational skills and knowledge of filing systems.
  6. Very good working knowledge of Microsoft Office Suite applications, including Word, Excel, Access, PowerPoint, Outlook, and Internet research. Ability to adapt and learn other database programs as required.
  7. Demonstrated ability to use discretion and good judgment. Ability to maintain a high level of professionalism, confidentiality and tactfulness.
  8. A pleasant, welcoming, articulate telephone manner with an ability to use tact and discretion when necessary.
  9. English fluency required; proficiency in a second language preferred.
  10. Multi-national cultural sensitivity.
  11. Ability to work overtime, as needed.

Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, sex, sexual orientation, age, national origin, citizenship, physical or mental handicap, or status as a disabled or Vietnam Era veteran of the U.S. Armed Forces.

How to apply:

To apply for this position, please submit a resume to https://jobs-msh.icims.com/jobs/4536/job. For more information about MSH, please visit our web site at www.msh.org. If you cannot apply online or have difficulty doing so, please email an explanation of your problem to iRecruiterproblem@msh.org.

Post a Comment