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Executive Assistant

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Health Finance Institute (HFI)


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Published 17 days ago

Non-communicable diseases (NCDs) are the leading cause of death and disability, globally — yet there continues to be an underinvestment in action and financing. 

The Health Finance Institute (HFI) is a global-health start-up working to change this.  

We use, translate, and analyze evidence to prioritize and educate investments for funders and investors, and work with them to develop tailored financing solutions that generate the greatest impact. We aim to increase capital for chronic diseases and create economic, social, and health gains in the short- and long-term. We are global health specialists that work with the private sector, countries, financial partners, and international organizations to develop partnerships between the public and private sector and broker investments that address the NCD financing gap. 

We are seeking an Executive Assistant to take full ownership of the Chief Executive Officer’s (CEO) calendar. The Executive Assistant will be responsible for managing the CEO’s schedule and priorities, communicating with internal and external stakeholders, and supporting HR and operations. We are looking for an experienced candidate who can manage a diverse range of meetings, partners, and time zones, execute a range of administrative, and logistics tasks, and can progressively take on more office management responsibilities. Proactivity, responsiveness, and attention to detail are a must. This position will report directly to the CEO but will work across teams and people.   

Core Responsibilities:  

  • Communicating daily with the CEO, Chief of Staff, and HR and Operations Manager regarding the CEO’s calendar for the coming days as well as priorities for the coming months; 
  • Managing the CEO’s calendar by booking appointments, troubleshooting meetings (including technical troubleshooting & rescheduling), and following up with people (staff members, Board Members, external partners, etc.) to ensure timely responses to appointment requests; 
  • Reviewing the CEO’s tasks in Asana on weekly basis and following up with outstanding tasks, including following up with external partners and internal staff members by email or phone to ensure proper completion of tasks;  
  • Joining internal and external meetings as a notetaker, circulate minutes, and ensure action items are communicated and completed externally via email or internally via Asana; 
  • Coordinating travel arrangements for CEO (both domestic & international);   
  • Supporting Chief of Staff and HR and Operations Manager in administrative and logistics tasks surrounding the organization, staff meetings and systems such as the following: 
  • Assisting in planning training and retreats,  
  • Filing of HR and operations documents  
  • Proofreading of key documents (for example, Employee Handbook) 
  • Supporting office infrastructure, including mailing and managing office supplies  
  • Liaising with the virtual office  
  • Managing incoming mail 
  • Managing documents that need signing via HelloSign 
  • Managing Property & Equipment 
  • Managing events & birthday calendars 
  • Managing Zoom accounts including setting up calls, starting calls and be generally available to troubleshoot (i.e. informing parties if CEO is delayed for a meeting, etc.)   
  • Other duties as assigned  

Skills and Qualifications: 

  • A Bachelor’s degree and at least 2-3 years of professional work experience as an executive assistant, personal assistant, administrator or similar role 
  • Being able to work with multiple time zones, including international time zones, and responding off-hours to get meetings scheduled 
  • High level of accountability in order to get meeting scheduled and confirmed by all attendees, agendas and materials shared, and minutes written and circulated 
  • Troubleshooting meetings as needed 
  • Strong organizational skills, proactivity, and ability to multitask 
  • Experience acting as the point of contact among executives, employees, clients, and other external partners with the appropriate level of professionalism and discretion 
  • Managing information flow in a timely and accurate manner 
  • Excellent technical skills including MS Office, Google Calendar, HelloSign and Asana or similar platforms  
  • Passionate, driven, and intrinsically motivated 
  • Team player who takes initiative, is not afraid to ask questions, and is willing to contribute to a high-performing and supportive organizational culture 
  • Strong interpersonal and communication skills, especially with high-level and global stakeholders 
  • Ability to treat confidential information with appropriate discretion 
  • Exceptional attention to detail   

Non-communicable diseases (NCDs) are the leading cause of death and disability, globally — yet there continues to be an underinvestment in action and financing. 

The Health Finance Institute (HFI) is a global-health start-up working to change…

Details at a glance

  • On-site Location
  • Full Time Schedule

Benefits

Benefits of joining our team: 

  • Competitive salary 
  • Growth/learning opportunity to work with leading global health experts across multiple sectors 
  • Being part of global health’s ‘next big thing’ 
  • Opportunity to work on diverse projects and have diverse responsibilities 
  • Flexible schedule and teleworking options 
  • Amplification of your voice and thought leadership for an urgent cause 
  • Part of a strong, collaborative, and dynamic team who aim to re-invent how global health works 
  • Ability for growth across multiple dimensions including project management, leadership, and technical skill sets and expertise 
  • Opportunities for leadership or training responsibilities will be available 

Benefits of joining our team: 

  • Competitive salary 
  • Growth/learning opportunity to work with leading global health experts across multiple sectors 
  • Being part of global health’s…

Location

Washington, DC

How to Apply

Please e-mail a CV and cover letter to hr@healthfinanceinstitute.org .

Please e-mail a CV and cover letter to hr@healthfinanceinstitute.org .

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