Administrative Assistant / Associate

Organization: Pivot (www.pivotworks.org) 

Title: Administrative Assistant or Associate 

Start Date: July 2024 (earlier if possible)

Commitment 

• Effort: Part-Time (Monday-Friday, 20hrs/week, with potential for increase over time)
• Location: Remote - East Coast North America time zone
• Travel: up to 2 domestic trips per year

Job Overview

Pivot is a US-based NGO that has been collaborating with Madagascar’s Ministry of Public Health since 2014 to develop a model health district through a health systems strengthening intervention in the rural Vatovavy Region. Pivot is looking to expand its Global Support Team by hiring an Administrative Assistant to provide support for a variety of administrative and logistical functions.

Responsibilities

The Administrative Assistant will report directly to the Executive Director and collaborate closely with other members of the Global Support Team (GST) and Executive Leadership Team (ELT) in Madagascar.

Human Resources Administration

• Maintain the HR administration platform - ensure key documents are up to date, system is organized appropriately, etc.
• Support with running payroll and PTO management
• Support team with international recruitment - upload on key hiring platforms, organize & archive profiles, participate in 1st selection process and screening calls as need be

Organizational Administration

• Manage and distribute incoming physical and electronic mail
• Point person on general Pivot phone number
• Serve as point of contact for collaborating institutions (e.g.  universities, US government systems) for administrative tasks
• Support data compilation and reports on key administrative information
• Support policy updates as needed

Logistical Support

• Arrange travel schedules and make reservations for all GST team members
• Support with events coordination and management
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Other Duties

• Research / compile / summarize information for reports or presentations upon request
• Proofread / edit presentations, publications, reports, etc. upon request
• Maintain computerized filing system for key organizational documents
• Submit and reconcile monthly expense reports as needed
• Work closely with other administrative staff to support colleagues as needed
• Support note-taking during key meetings as needed

Qualifications & Skills

The ideal candidate will have:

• Digital literacy and research skills, including the ability to analyze the reliability of information
• Familiarity with standard office platforms, such as Microsoft or Google Suite
• Data management and entry skills
• Accurate record keeping and written communication skills
• Time management, multitasking, flexibility and ability to navigate multiple deadlines
• Organizational skills, including the ability to maintain and improve filing systems
• Accuracy and attention to detail
• Proactive approach to problem-solving and process improvement
• Ability to work well independently and in collaboration with others
• Event planning and coordination
• Ability to work in a multicultural setting
• Willingness to travel internationally

Education & Experience requirements 

• Minimum requirement - undergraduate or associate’s degree
• Certified administrative professional a plus
• Past administrative experience or tenure in an office setting a plus

Values

• A commitment to advancing health equity and social justice 
• Enthusiasm for working on a small remote team that is supporting a growing team/organization in Madagascar