The Senior Administrative Assistant will be responsible for supporting the Vice President of Research and VP, Program Implementation. He/She will provide critical administrative support to both VPs to include meeting and travel coordination, correspondence, scheduling, other general administrative tasks, maintenance of records, report and presentation development, and other duties as assigned.
Essential Duties and Responsibilities
• Provide direct administrative and logistical support to the VP of Research, VP Program Implementation, and the Director, Global Implementation Research
• Act as main point of contact for VPs of Research and Program Implementation within the Foundation, and externally
• Assist the VPs of Research and Program Implementation in the management of schedules and handle calls from both internal and external sources
• Schedule and coordinate meetings and conference calls, prepare and distribute minutes and materials, including close interaction with our international sites.
• Assist research department members with preparation of protocols, manuscripts, presentations and other documents including formatting, reference checks, endnotes etc
• Assist with travel arrangements, visas, and expense reporting for the VPs of Research and Program Implementation and other department members
• Work with other Research dept members to coordinate and provide logistical and onsite support for the organization and conduct of international meetings with attendees from Foundation supported countries in US, Africa, and Asia.
• Maintain contact information list for relevant individuals, organizations, including funders, sub grantees, partners, USG representatives, etc.
• Organize and update research dept records; maintain electronic files and record tracking system for research dept documents.
• Research and prepare relevant materials for internal and external meetings with staff, sponsors, U.S. Government donor, potential donors, and other key groups or individuals
• Research and prepare relevant materials for grant applications, research protocol development, and annual progress reports.
• Contribute to new and ongoing special projects as requested
Required Qualifications
• Undergrad degree preferred or significant experience in lieu of degree
• Between 3 to 4 years relevant administrative experience
• Solid proficiency in Microsoft Office including the ability to generate excellent PowerPoint presentations and Excel spreadsheets
• Familiarity and interest in International Public Health, HIV/AIDS, Research or experience working with countries with limited resources is an advantage
• Experience with Federal research grant submissions also a significant advantage
• Ability to speak French or Portuguese is a plus
Knowledge, Skills and Abilities
• Superior organization and prioritization skills with excellent follow through and high quality output.
• Resourcefulness and ability to work proactively
• Proven ability to work effectively as a member of a dynamic team in a fast-paced environment
• Strong & effective communication skills
• Ability to work well under pressure and multi-task effectively
• Excellent interpersonal skills
| Sr. Administrative Assistant | Washington, DC |
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