Description

Job Title: Executive Assistant to the Senior Director of Operations

Reports to: Senior Director of Operations

Group/Department: University of Global Health Equity (UGHE)

Location: Kigali and Butaro

Organizational Profile

The University of Global Health Equity (UGHE) is an initiative of Partners In Health (PIH), an internationally recognized non-profit organization whose mission is to provide a preferential option for the poor in health care. In over nearly three decades of operating alongside public sectors in countries around the world, PIH has developed a model to deliver high quality health care to some of the world’s most marginalized communities. Nowhere has this impact been more profound than in Rwanda, where Inshuti Mu Buzima—PIH’s sister organization—and our government partners have driven innovation for a decade.

The University launched in Rwanda in September 2015 with its flagship degree program, the Master of Science in Global Health Delivery (MGHD). The Bachelors of Medicine (MBBS) program, launched this month, July 2019, aims to improve individual and population health by training diverse clinician leaders with the skills, attitudes, and commitment to promote wellness, to ease suffering, and to develop more effective and equitable health care delivery systems. Consistent with UGHE’s vision of training future leaders with expertise in health care delivery, our medical students will pursue a joint MBBS and MGHD degree.

Members of the UGHE community are tenacious and resolute in our drive to attain social justice, make common cause with those in need, listen to and learn from others, and operate with honesty and humility as we uphold academic integrity and intellectual curiosity. The University of Global Health Equity seeks individuals committed to these values to join the team.

Position Overview

The Executive Assistant to the Senior Director of Operations is an integral member of the University of Global Health Equity team. This role’s responsibilities are primarily administrative and will require great diplomacy, discretion, resourcefulness, and flexibility as this individual will be working closely with a diverse range of people within and outside of the organization. The Executive Assistant role offers an unparalleled opportunity for someone with an interest in health, education, and social justice and providing great exposure to the frontline activities.

Overall Responsibilities:

Calendar and Meeting Support/Representation

  • Manage the Senior Director of Operations’ calendar and requests for meetings
  • Communicate with meeting participants to schedule and confirm meeting space
  • Prepare meeting agendas and materials to distribute to participants in advance
  • Ensure that participants are able to connect to remote meetings and troubleshoot, if needed
  • Represent the Senior Director of Operations at selected meetings and prepare a meeting summary afterwards
  • Organize Senior Leadership Team (SLT) and Executive Leadership Team (ELT) meetings, take minutes and share minutes with all the members
  • Prepare thorough briefings and background documents for meetings when needed, including minutes

Travel and Relationship Management

  • Arrange flights, hotel accommodations, visas, ground transportation, and other travel logistics for the Senior Director of Operations
  • Provide reasonable accompaniment support for external meetings and for visitors
  • Draft follow-up correspondence for the Senior Director of Operations’ approval
  • Prepare and submit expense and credit card reports

Strategic Coordination

  • Monitor and track projects and tasks, ensuring attention to time-sensitive issues and longer-term initiatives, and providing succinct background information as needed
  • Disseminate decisions made and facilitate implementation to key stakeholders
  • Lead key strategic projects, including those related to organizational communication, efficiency, and growth
  • For selected projects, research viable options for the Senior Director of Operations, write reports with recommendations
  • Draft official and unofficial correspondence for the Senior Director of Operation’s review
  • Meet at least weekly to coordinate priorities, urgencies, and other vital activities
  • Provide other general administrative support as needed

Qualifications:

  • Bachelor’s Degree required; background/interest in social science or public health preferred
  • Professional experience (1 year minimum) providing administrative support in fast-paced office setting
  • Ability to work independently and take initiative; must be a quick learner, able to multi-task and easily adapt to changing circumstances
  • Advanced organizational skills and capacity to handle multiple assignments and meet deadlines with attention to detail and quality
  • Ability to effectively work on a team in a complex, fast-paced environment
  • Computer skills in word processing, database, and spreadsheet programs; proficiency in Microsoft Office applications
  • Exceptional interpersonal skills including ability to interact professionally with culturally diverse staff, partners, and clients
  • Demonstrated maturity and judgment
  • Possess a passion for social justice and desire to contribute to global health education

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