GAVI JOB DESCRIPTION
Senior Executive Assistant to CEO
Purpose of the position:
Provide seamless secretarial and administrative support for the CEO and Chief of Staff. As a member of the Executive Office team, contributes to the overall efficient running of the Executive Office.
Chief of Staff
N° of positions supervised:
Career step level:
Gavi, the Vaccine Alliance is a public-private partnership committed to saving children’s lives and protecting people’s health by increasing equitable use of vaccines in lower-income countries. The Vaccine Alliance brings together developing country and donor governments, the World Health Organization, UNICEF, the World Bank, the vaccine industry, technical agencies, civil society, the Bill & Melinda Gates Foundation and other private sector partners. Gavi uses innovative finance mechanisms, including co-financing by recipient countries, to secure sustainable funding and adequate supply of quality vaccines. Since 2000, Gavi has contributed to the immunisation of nearly 700 million children and the prevention of more than 10 million future deaths.
MAIN DUTIES AND RESPONSIBILITIES
- Provides full administrative and secretarial support for the CEO (including preparing letters, emails and reports and diary management);
- Communicates with internal/external contacts including high ranking officials, on behalf of the CEO, including drafting and editing of standard correspondence;
- Screens and prioritises incoming communications and workflow, determines routing for action, and ensures logging (for official correspondence) and rigorous follow-up;
- Prepares CEO travel and provides dedicated logistical support during CEO travel;
- Ensures CEO is prepared for major engagement including planning logistics, compiling briefings and builds strong, harmonious working relationships with colleagues and external contacts as required;
- Ensures proper maintenance and retrieval system of CEO’s records (paper and electronic), including diligent management of an extensive contact database;
- Anticipates and pro-actively plans for future CEO engagements and needs;
- Integrates a complicated CEO work and travel schedule with personal scheduling;
- Provides administrative and secretarial support to the Chief of Staff as required;
- Provide administrative and logistical support to the Gavi Board Chair and her Special Advisor, on Gavi-related issues;
- Supports external meetings and events (e.g., Board meetings) as required;
- Helps convene network of assistants across Gavi Secretariat;
- Provide personal assistance to CEO whenever required.
Note: The essential functions listed in this section are not exhaustive of the job responsibilities; other duties may be assigned consistently with the department needs.
- Completion of at least two years of university education. Training in secretarial/administrative field highly desirable.
- Significant career in secretarial/administrative field showing of progressively responsible work, including directly supporting a head/CEO of a large private or public sector firm/organisation for at least 3 years. Proven ability to quickly adapt to a complex administrative environment;
- Proven ability to quickly adapt to a complex administrative and organisational environment;
- Experience working in multiple countries/international environment an asset.
- Extremely high performer with a proven track record of operating in a high-pressure environment with tight timelines and often under extreme confidentiality;
- Advanced secretarial and administrative skills, with strong written and oral communications;
- Technology savvy, ability to work across multiple platforms;
- Ability to make decisions and operate independently, as well as judgement to know when to seek guidance;
- Ability to multitask, tracking and managing many active priorities in parallel; Judgement to prioritise between multiple important tasks but not drop other tasks;
- Very highly organised and structured, good planner, with a high level of attention to detail;
- Sophisticated understanding of international travel in order to support CEO travel needs, both internationally and at local level;
- Flexibility and willingness to work outside normal business hours as needed during peak periods or during urgent situations. An ethos to do what it takes;
- Strong interpersonal skills, diplomatic abilities and cultural sensitivity to engage stakeholders in over 100 countries Gavi works with. Understanding of protocol highly desirable;
- As an external face of Gavi, ability to generate respect;
- Demonstrated team player, with ability to operate in a multi-cultural environment, and establish harmonious and effective working relationships. Openness to share openly when appropriate but discretion to protect sensitive information;
- Pro-active, with an ability to anticipate and address CEO needs;
- Having a sense of humour.
- Fluency in written and spoken English;
- Ability to work in French (oral French required, written French strongly preferred);
- Additional languages an asset.
- Gavi secretariat;
- Gavi Board members;
- Developing and donor country governments;
- UN, Multilateral & bilateral agencies and civil society;
- Other contacts as required on behalf of CEO/Chief of Staff.
Gavi is committed to diversity within its workforce and encourages applications from all qualified candidates.
If you wish to apply, please provide a cover letter and resume through our Careers webpage and apply by clicking on “Senior Executive Assistant to CEO”. Deadline for applications is 30 October 2019.
Become part of our community and join us on Facebook and Twitter for updates about our mission to save children’s lives! You can also follow our hashtag #vaccineswork.
About the Organization
Gavi, the Vaccine Alliance is a public-private partnership committed to saving children's lives and protecting people's health by increasing equitable use of vaccines in lower-income countries. The Vaccine Alliance brings together developing country and donor governments, the World Health Organization, UNICEF, the World Bank, the vaccine industry, technical agencies, civil society, the Bill & Melinda Gates Foundation and other private sector partners. Gavi uses innovative finance mechanisms, including co-financing by recipient countries, to secure sustainable funding and adequate supply of quality vaccines. Since 2000, Gavi has contributed to the immunisation of nearly 700 million children and the prevention of more than 10 million future deaths.