Department Overview This position is located in the Office of the President which provides strategic oversight and direction to the entire organization, including all 23 country offices. The Office also serves as the primary liaison with Pathfinder’s Board of Directors and supports general governance of the organization. The Office of the President leads the implementation of a 5-year strategic plan for the organization, as well as develops or champions new initiatives to improve organizational efficiency, visibility, and organization-wide leadership development. Position Purpose The Special Advisor to the President provides a full range of support to the President of Pathfinder to promote efficient delivery of services.. S/he works closely with the President providing her advice when needed and regular support to carry out her roles and responsibilities, working closely with the Executive Assistant. S/he promotes the organization’s image by representing the president internally and externally as needed; and provides liaison between the President and key executives, employees, field offices, other partners and the Board of Directors. S/he manages support to the Board of Directors and Board meetings, collaborating with other staff as needed. The Special Advisor maintains high standards of professionalism, discretion, diplomacy, judgment, customer service, efficiency, and operational excellence. In working closely with internal and external stakeholders, she/he deals with a wide range of highly sensitive issues under tight deadlines/pressures. This position requires a full understanding of the breadth and scope of Pathfinder International’s programmatic work.
Key Responsibilities OVERVIEW. Works closely with the President, and Sr. VP when necessary, to organize and coordinate major meetings, and/or senior staff meetings. Responsible for follow-up and meeting deadlines on assigned activities including Board of Directors’ meetings and Board committee meetings, senior staff and internal meetings, strategic projects, and external meetings.
BOARD STAFFING. Serves as primary staff liaison to members of the Board of Directors and supports the ongoing improvement of Board governance practices. Working closely with the President, Chair of the Board and Committee Chairs, proposes Board meeting agendas, drafts materials, reviews all materials, and improves presentations for effective Board meetings. Prepares and supports the onboarding of new Directors. Manages the Board of Directors’ dedicated website. Performs other administrative duties for the Board and its Committees as needed.
INTERNAL COMMUNICATIONS. Reviews and implements a strategy to support the President’s vision to enhance internal communications at Pathfinder. Drafts President’s staff emails and talking points for internal meetings. Collaborates with relevant units, task forces and strategic initiatives (in 2016, this includes the Knowledge Management Task Force, Organizational Review and 360 Follow-up) to ensure a consistent approach.
EXTERNAL COMMUNICATIONS. Under the direction of the President, coordinates the drafting by Pathfinder staff, of speeches and/or talking points for President’s speaking engagements. Provides review of materials written on behalf of the President such as annual reports, individual and donor correspondence, program overviews and narratives. REPRESENT AND SUPPORT THE PRESIDENT. Represents and supports the President internally and externally in meetings, committees, and phone calls when appropriate. May record, transcribe and distribute minutes or coordinate these tasks and coordinate follow-up actions. Contributes to the strategic prioritization of tasks, initiatives, and projects requiring the President’s participation. Provides strategic inputs in making decisions around the President’s external engagements and trips.
SPECIAL PROJECTS. Handles inquiries and routine/complex responsibilities as delegated by the President, including special project management. Participates in or keeps track of the work of key task forces related to organization-wide initiatives which contribute to the President’s vision and functions
EXPANDED LEADERSHIP TEAM. Serves as Secretariat of the ELT, a group comprised of Pathfinder senior managers. MANAGEMENT FUNCTIONS. Manages the budgets for the Office of the President and the Board of Directors, as well as occasional small grants for special projects. Provides overall office coordination and may supervise or coach more junior level assistants
OTHER RESPONSIBILITIES Contributes to maintaining and further augmenting the reputation of the President’s office through professional, friendly, timely, diplomatic, and respectful interactions internally and externally. Performs other duties as assigned including general clerical duties when needed
Basic Requirements
Bachelor’s degree in business management, public health or a field relevant to the mission of Pathfinder International. Minimum of 6 years’ experience working in administration, preferably in an independent non-profit organization. (4 years’ experience will be acceptable if candidate has a Master’s degree in Public Health related field). Demonstrated understanding of technical matters relevant to Pathfinder’s mission. Exceptional interpersonal skills, including the ability to work with a variety of personalities in a diplomatic manner and to communicate effectively both orally and in writing with culturally diverse internal and/or external contacts. Strong writing, editing, and proof-reading skills. Experience in organizing meetings, preparing and monitoring budgets, and providing office operations support. Ability to understand and interpret policies and procedures as well as apply them with consistency. Strong organizational and administrative skills including the ability to effectively maintain records and files. Demonstrated ability to work as an effective team member in a complex and fast paced environment and to work across different teams. Ability to work independently with minimum supervision on occasion. Effective at being proactive and keeping the President abreast of imminent developments and activities Ability to exercise sound and timely judgment and maintain confidentiality of sensitive information. Strong problem-solving skills and a “can do” approach. Ability to prioritize tasks, multi-task, and meet deadlines with attention to detail and quality. Strong computer skills including proficiency in Microsoft Office; Word, Excel, PowerPoint and Outlook.
Preferred Qualifications Master’s degree in business management, public health or related field preferred. Experience working in the public health sector or in development desired. Overseas experience a plus. Additional foreign language skills, particularly in French, Portuguese, and/or Spanish, would be helpful.
Pathfinder International is a global leader in sexual and reproductive health and rights. We place reproductive health care at the center of all that we do—believing that it is not only a fundamental human right, but is critical for expanding life opportunities for women, families, communities, and nations, and paving the way for transformations in environmental stewardship, decreases in population pressures, and innovations in poverty reduction. Pathfinder provides women, men, and adolescents with a range of quality health services—from contraception and maternal care to HIV prevention and AIDS care and treatment. Pathfinder strives to strengthen access to family planning, ensure availability of safe abortion and post-abortion care, advocate for sound reproductive health policies, and, through all of our work, improve the rights and lives of the people we serve
