Executive Assistant

ABOUT DKMS

DKMS is an international nonprofit organization dedicated to the fight against blood cancer and blood disorders by creating awareness, recruiting stem cell donors to provide a second chance at life, raising funds to match donor registrations costs, and supporting the improvement of blood cancer therapies by our own research.

POSITION SUMMARY

The Executive Assistant will provide professional support to the US Country Manager- Medical in operational and conceptual tasks, ensuring the smooth coordination of key initiatives and effective communication across the organization. The role includes but is not limited to managing documentation, reports and presentations; monitoring project progress; organizing meetings and workshops; and supporting stakeholder engagement, while maintaining discretion and enhancing overall office efficiency.

RESPONSIBILITES

Responsibilities will include, but are not limited to: 

Strategic Support for the US Country Manager-Medical

• Decision preparation: Conduct research, analyses, and prepare decision-making materials on strategic topics.
• Project management and coordination: Plan, coordinate, and monitor strategic and cross-departmental projects on behalf of the US Country ManagerMedical
• Advisory role: Support the development and implementation of corporate strategies and initiatives.
• Reporting: Create management reports, KPI dashboards, and presentations.

Organization and Coordination

• Interface function: Act as the central point of contact between the US Country ManagerMedical
• , department heads, and external stakeholders.
• Meeting documentation: Prepare agendas, presentations, take minutes, and ensure follow-up on action items.
• Process optimization: Support the streamlining of internal workflows and communication processes.
• Operational Excellence: Support continuous improvement of processes within the office to enhance operational efficiency and support the US Country ManagerMedical’s
• expanded responsibilities.
• Task oversight: Ensure that all routine matters are addressed and/or brought to the US Country ManagerMedical’s

Communication and Representation

• Facilitate effective communication and collaboration between departments, ensuring alignment and timely follow-up on action items.
• Internal communication: Draft and coordinate announcements, messages, and updates from the US Country ManagerMedical
• to employees.

Analytical and Administrative Responsibilities

• Document and contract management: Review, coordinate, and archive key documents and agreements.
• Reporting: Manage the preparation, consolidation, and dissemination of reports, presentations, and documentation for internal and external stakeholders.
• Monitoring: Track project timelines, milestones, and deliverables, proactively identifying risks and supporting problem resolution.

Meeting & Event Management:

• Coordinate meetings and workshops including agenda setting, minute-taking, and tracking progress against decisions.

Stakeholder Management:

• Assist in managing relationships with global and local colleagues, ensuring smooth coordination and information sharing.

Confidential and Other Tasks

• Confidentiality: Handle sensitive and confidential information with the highest level of discretion.
• Special projects: Independently manage ad-hoc or high-priority tasks assigned by the US Country ManagerMedical
• Other projects/duties as assigned for the overall benefit of the organization.

REQUIREMENTS/QUALIFICATIONS

• Bachelor’s degree (or equivalent work experience) 
• Minimum 10 years of professional experience, preferably in executive support, non-profit programming 
• Experience working independently and without supervision 
• Commitment to public service, volunteering, or cause-oriented work 
• Excellent written and verbal communication skills, especially as it relates to collaborating with team members remotely and speaking with stakeholders over the phone or video calls 
• Possess strong interpersonal skills and high emotional intelligence 
• Discrete and respectful of confidentiality 
• Highly organized and resourceful 
• Efficient, natural problem solver, multi-tasker, high level of focus on details. All the details, big and small, must be managed as flawlessly as possible 
• Proficient with technology with an aptitude for learning new systems -- Microsoft Office Suite (i.e. Word, Excel, PowerPoint, etc.) essential. 
• Must be proactive, extremely detail-oriented, and ready to pivot to address changing needs 
• Ability to work on tight deadlines while producing high-quality work 

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance