Global Health Equity - Executive Assistant / Coordinator

Role Summary

The Executive Administrative Assistant provides high-level administrative and operational support to the Vice President, Global Head of Social Impact & Partnerships. This role is pivotal in ensuring seamless coordination of meetings, projects, and communications, while fostering a positive and efficient team environment.

Responsibilities

• Coordinate complex and highly fluid calendars, including scheduling meetings with internal and external partners.
• Ensure daily, weekly, monthly, and quarterly priorities are met through effective calendar management.
• Partner with internal teams to create and distribute pre-reads and training materials; participate in meetings and manage action items.
• Prepare confidential documents, memos, correspondence, and expense reports.
• Arrange domestic and international travel logistics.
• Support leadership and team meetings by scheduling, preparing agendas and pre-reads, and taking notes.
• Manage statements of work and purchase orders using systems such as ARIBA and eMarketplace; track expenditures, develop periodic reports, liaise with vendors, and assist with budget tracking and accruals.
• Coordinate recruiting activities, candidate interviews, and onboarding/offboarding processes for team members.
• Maintain strict confidentiality and exercise independent discretion and judgment to solve complex problems.
• Identify opportunities to improve processes and organizational health, enhancing calendar hygiene, meeting efficiency, and project tracking.

Executive Support & Special Projects

• Manage and execute special projects, including desk research and follow-up to ensure deadlines are met.
• Achieve results independently, even in the absence of day-to-day guidance.
• Create templates, draft briefing materials, PowerPoint presentations, communications, and business updates.
• Ensure the Vice President is prepared for upcoming events and meetings.
• Act as a trusted point of contact for internal and external stakeholders, facilitating communication and follow-up between senior team, VP, and board/committee members.
• Oversee department materials and repositories (e.g., organization charts, distribution lists, conference rooms); lead the reimagination of SharePoint and related portals, ensuring version control and appropriate access.
• Innovate and utilize current technology platforms, including Excel, Outlook, PowerPoint, Word, Concur, SharePoint, MS Teams, Workday, Our Source, and eMarketplace.
• Leverage Microsoft Copilot and AI tools to optimize processes and efficiency across operations, programs, and teams.

Office & Team Experience

• Handle a wide range of administrative tasks, including file management and occasional HR or finance support.
• Create an exceptional experience for team members, both in-office and virtually, ensuring a seamless, welcoming, and engaging environment.
• Understand cross-regional cultural aspects and lead or operate effectively in diverse settings.
• Collaborate with the Vice President to create cadence and end-to-end experiences for quarterly team meetings, monthly check-ins, and leadership gatherings; shape engaging agendas, templates, logistics, and entertainment.
• Foster positive relationships with staff and management at all levels, often handling sensitive information.
• Build strong relationships with Executive Assistants within the GHE and GCA organizations, as well as with EAs of other management team members, to ensure efficient collaboration and engagement.

Qualifications

Education & Experience

• Bachelor‚Äôs degree required.
• Minimum of six (6) years supporting senior management in a fast-paced, high-profile environment.

Skills

• Strong verbal and written communication skills.
• Superb organizational skills, attention to detail, and time-management abilities.
• Ability to manage and complete multiple tasks efficiently.
• Excellent interpersonal relationship skills with diverse constituents.
• Proven ability to maintain confidential and sensitive information with discretion, integrity, and sound judgment.
• Expert proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with collaboration and procurement platforms (SharePoint, MS Teams, Concur, Workday, ARIBA).
• Self-motivated, hardworking, independent, and enthusiastic.
• Demonstrated belief in Global Health Equity‚Äôs mission and values.
• Ability to anticipate executive needs and prepare information for review and action.
• Experience supporting global organizations.
• Strong leadership, collaboration, analytical, and problem-solving skills.
• Sound judgment and discretion to independently assess and resolve complex situations and shift priorities as needed.
• Positive, ‚Äúcan-do‚Äù attitude and commitment to Credo values.
• Willingness to challenge the status quo, adopt best practices, and embrace change.
• Comfort and efficiency in a dynamic, fast-paced, and often ambiguous environment.
• Computer and systems savvy.

Education

• Bachelor‚Äôs degree required.

Additional Requirements

• May require up to 10% domestic and/or international travel to other sites and locations.