Office Manager & Executive Assistant to President & CEO

Job Description

Overview: Accordia is currently seeking an Office Manager & Executive Assistant to the President & CEO. The Office Manager is responsible for the organization and coordination of office operations, procedures and resources to facilitate effectiveness and efficiency for the entire organization. As the Executive Assistant, this individual will perform a wide range of administrative support activities and assistance to the President & CEO to facilitate the efficient operation of the organization.

POSITION RESPONSIBILITIES & DUTIES:

Office Manager

1. Oversee all daily office functions ensuring the organization and staff have a satisfying work environment.
2. Serve as the first point of contact to answer, screen and transfer incoming calls as well as office visitors.
3. Be responsible for all vendor management which includes ordering equipment and supplies, managing and monitoring service levels, invoice reconciliation and addressing unsatisfactory vendor services.
4. Manage Accordia’s IT environment and serve as the primary liaison with Accordia’s IT consultant.
5. Coordinate logistics and prepare meeting materials for Accordia Board of Directors and Committee Meetings.
6. Maintain Accordia Office files and records as well as update Accordia’s Outlook contacts central database.
7. Coordinate annual international meeting in Kampala, Uganda and other domestic and international meetings as needed, with duties that include planning accommodations, menus, space set-up, managing to a budget, coordinating local transportation, and managing audio/visual requirements
8. Provide event planning assistance to the Development and Program teams as needed for other events.
9. Working with the Vice President, Strategic Operations, coordinate all staff activities such as brown bag luncheons, volunteer activities, social engagements and holiday celebrations.

Executive Assistant

1. Manage and maintain President & CEO’s calendar including scheduling appointments, internal/external meetings and conference calls.
2. Coordinate President & CEO’s travel itineraries, flights, hotel accommodation, rental car and other travel needs.
3. Draft and edit correspondence, communications, presentations and other documents on behalf of President & CEO .
4. Complete monthly expense reconciliation for President & CEO’s corporate credit card and out of pocket expenses.
5. Secure appropriate signatures and track documents through the approval process on behalf of President & CEO.
6. Serve as a liaison with internal staff at all levels.
7. Interact with external partners as well as Accordia leadership.
8. Provide assistant and support to Vice President, Strategic Operations on various projects such as new employee onboarding, Accordia Board calendar planning and staff communication.
9. Support other Senior Management staff on other projects as needed.
10. Prepare agendas for meetings, briefing materials and presentations as needed to support the President & CEO.
11. Provide administrative support to President & CEO in order to increase his availability for executive level responsibilities.

Essential Skills and Background: Selected candidate will demonstrate his/her commitment to carrying out the mission and values of Accordia Global Health Foundation, as well as possess the following essential skills and background:

• An interest or desire in developing expertise in administrative support, logistical planning and vendor management.
• Bachelors degree required.
• 1-3 years of office administration experience.
• Computer literacy and proficiency in Microsoft Office and Adobe.
• Attention to detail is a must as well as strong organizational skills.
• S/he must be committed to establishing and maintaining effective organizational systems within an office environment.
• Event planning experience highly desired.
• Experience with international travel arrangements and logistics management is a strong plus.
• Must have valid passport and willingness to travel overseas.
• High level of professionalism and a strong ability to relate to people of all business levels.
• Understanding of project management and the skills needed to forecast and plan ahead.
• Effective interpersonal communication style particularly with Board members, executives and senior level staff.
• Passionate, enthusiastic, team player, with good judgment and an ability to work in a fast-paced environment and adapt quickly to changing needs and priorities; proven ability to prioritize and manage multiple tasks simultaneously with little direction.
• Strong problem solving skills.
• Sensitivity toward cultural diversity and an ability to work across various regions of the world.

Compensation Package: Accordia Global Health Foundation will compensate the successful candidate at a level that is consistent with the area’s leading non-profit organizations and will commensurate with the candidate’s experience and skills. The benefits package, which includes medical, dental, disability coverage, organizational contributions to retirements, and holiday/sick leave, is nationally competitive.

Contact Information: Interested candidates should email resume and cover letter describing qualifications and interest in the position to Sarah Henry Shackelford at shenry@accordiafoundation.org. No phone calls please.

About the Organization

About Accordia: Established in 2004, Accordia Global Health Foundation is a non-profit organization with a proven approach for strengthening health capacity and leadership in Africa. We work in partnership with individuals, corporations, foundations, and governments around the world, bringing private sector efficiency and academic innovation to our global health programming. More information about Accordia can be found on our website, at http://accordiafoundation.org/.