Executive Assistant, Africa and Eurasia Programs

Aug 13, 2019

 

Summary Description

The Executive Assistant (EA) works directly with the Africa Programs and Eurasia Team in Washington D.C. and with Sub-Regional Teams in Africa and Eurasia to provide administrative support and assist with coordination of projects . The EA’s administrative responsibilities include: contract processing and wires; coordination, preparation and note-taking of meetings; routine correspondence; internal/external meetings and travel planning, coordination of translation requests; preparation of expense reports; files maintenance; switchboard and front desk duties; and other administrative duties as assigned. The incumbent may coordinate additional tasks and/or special projects. This position reports to the Director of Africa Programs and the Director of Eurasia Program.   


Primary Duties: Africa 

  • Coordinate, prepare for, and take notes for the Africa Program Team meetings and teleconferences
  • Note taking, tracking, and follow through of action items from meetings.
  • Maintain an accurate filing system for grant documents, reports and other correspondence
  • Update, manage and maintain Africa Team and Sub-Regional team program schedules and events’ calendars. Proactively identify upcoming events, deadlines and needs, and assist with associated coordination. 
  • Manage travel arrangements for Africa Team and Sub-Regional Team staff through travel and visa vendors; provide consistent point of contact/build relationship with vendors. 
  • Process payments of contracts and invoices.
  • Manage Africa team monthly expense reports.


Additional Responsibilities

  • Provide back up to the receptionist on a scheduled basis as well as on an as-needed basis.  This includes greeting guests, answering phones, fielding general inquiries about industry-related matter, serving as an ambassador for the Campaign, scheduling conference rooms, and accepting packages or other deliveries.
  • Assist staff of Africa and Eurasia Programs and Sub-Regional Teams with other administrative and logistical needs as necessary.
  • Perform other duties as directed by Director of Africa Programs or Director of Eurasia Programs.

 

Requirements

  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, switchboard, and other office procedures and terminology.
  • Knowledge of and proficiency with a variety of computer software applications including Microsoft Word, Excel, PowerPoint, and Outlook.
  • Excellent written and verbal English and French skills.
  • Excellent oral and written communication skills.
  • Excellent interpersonal skills.
  • Interest in public health, commitment to public interest work.
  • Superior organizational skills.
  • Demonstrated high degree of dependability.
  • Excellent listener with attention to details and follow-through skills.
  • A seasoned team player able to function effectively in a highly dynamic multicultural setting.
  • Ability to interact and communicate with individuals at all levels of the organization, both written and orally.
  • Ability to organize schedules and information efficiently with exceptional attention to detail.
  • Ability to remain flexible and modify priorities as needed.
  • High level of initiative, can-do attitude, willingness to learn.
  • Ability to suggest and implement ways to make internal processes more efficient.
  • Ability to work in a fast-paced, team-oriented environment while juggling and coordinating multiple projects and deadlines.
  • Bachelor’s degree, preferably in a related field.
  • 4 years Executive Administrative experience in a non-profit, mid-sized organization; International experience preferred.
  • Excellent writing and proofreading and translation skills in English and French for Africa related work. 


To Apply

To apply for this position, please email a cover letter, resume, and salary requirement to: jobs@tobaccofreekids.org. Please reference the position code: EA/AEP/11 in the subject line of your email.  Applications will be accepted until the position is filled. No phone calls please. Candidates must have authorization to live and work in the United States.

The Campaign for Tobacco-Free Kids is an Equal Opportunity Employer and welcomes applications from individuals who will contribute to its diversity.