Job details

Executive Assistant to the Chief People & Culture Officer

About this role:

This position provides the opportunity for a highly motivated and organized individual to experience working with and supporting a non-profit organization’s Chief People & Culture Officer (CPCO) and HR organization. The individual will be exposed to various management and operational activities across the organization. The successful candidate for this role will be driven by a passion for global public health and motivated to contribute to the human resource excellence required to achieve MSH's mission.

This position will provide diverse, high-level administrative and operations support to the CPCO . The role will also ensure follow-up actions take place at all key strategic planning and management meetings and serve as a trusted partner and liaison to the senior management team. The Executive Assistant will work in a global and fast-paced environment with passionate team members who are focused on delivering MSH’s mission.

This position is non-exempt under the USA Fair Labor Standards Act (FLSA).

Specific Responsibilities Include:

Support to the CPCO - 75%

Provide high-level administrative support to the CPCO, including managing an active calendar of meetings, completing expense reports, and arranging complex and detailed travel plans. Assist with managing high volume of email by prioritizing and alerting CPCO of urgent matters. Use discretion to keep the CPCO apprised of deadlines and escalate urgent matters as necessary.
The EA will review CPCO expense reports and procurement requests for compliance and accuracy for the CPCO’s final approval.
Plan and prepare the CPCO for internal and external events (e.g., MSH Leadership Retreats, Board Meetings, external meetings, and country visits), including developing briefing materials, talking points, and presentations.
Conduct research and gather information as required to support executive decision-making.
Triage internal and external meeting requests and support meeting participation through briefings and agenda setting as needed.
Assist CPCO in planning: manage invitations and correspondence; select participants, draft meeting agendas, take meeting notes; compile, file, and disseminate meeting documentation to participants.
Prepare professional and confidential correspondence. Use judgment to draft correspondence for CPCO when needed and appropriate. Prepare other communications, presentations, reports, and notes and maintain related files on SharePoint.

CPCO Team Support - 25%

Establish and maintain effective working relationships with the MSH Leadership Team and HR Management Team to support organizational initiatives and projects. Effectively navigate matrixed management.
Respond to internal and external requests for coordination and task management assistance. Provide recommendations on answers that are aligned with MSH’s processes and policies.
Lead the planning and execution of HR-related events
Collaborate with various team leaders as needed to facilitate cross-department communication to drive involvement in HR initiatives.
Coordinate and manage meetings. Update staff and partner directories, organizational charts, and email distribution lists, and manage conference room logistics.
Provide support for HR-wide internal communications.
If requested, attend meetings and take minutes of action points; compose minutes for dissemination, and track action points for follow-up.

QUALIFICATIONS

What do you need to apply?

MSH employs people of passion, we seek those individuals who dream of a better world. We look for professionals who combine experience, local knowledge, and an understanding of international best practices.

Specific requirements for this role are:

Education

Bachelor's required, preferably with a focus in human resources, public health, international development, business, or a related field.

Experience

Required:

Minimum of 4 years of related experience supporting C-suite executive.

Preferred:

At least 3 years of experience providing administrative support, including for a global organization (corporate or nonprofit) with significant responsibility for communications with key team members, internal partners, and/or clients.
Experience and understanding of global human resource management and operations. Experience in global health development preferred.
Experience living, studying, or working in low- or middle-income countries preferred.

Knowledge and Skills

Outstanding project management skills with impeccable multi-tasking abilities. Ability to set priorities, accomplish tasks and meet deadlines, and keep colleagues informed of progress.
Ability to manage and track details across multiple workstreams simultaneously. Skilled at proactively following up on outstanding items and closing loops to complete processes and achieve results.
Demonstrated organizational, planning, and time management skills. Judgment is required to plan, prioritize, and organize a diverse workload while maintaining consistent, quality performance standards.
Skilled at managing complex schedules and international travel.
Excellent meeting management skills and in-person, phone, email, and written communication skills for team members and clients, with tact, even in stressful situations.
Excellent English verbal and written communication skills, including writing clearly and concisely, and copy editing for style and grammar.
Additional language skills in French are beneficial.
Highly proficient in Microsoft Office suite (Outlook, Word, Excel, and PowerPoint). Experience working in SharePoint, Smartsheets, Workday and Teams preferred.

Competencies

Demonstration of passion and respect for all people at all levels of an organization, reinforcing to them that they and their inquiries are important.
Effective team player that completes individual tasks on time, closes communication loops and asks clarifying questions to assure mutual understanding.
Demonstrated ability to work flexibly, collaboratively, and productively with a diverse cross-cultural team and foster a collaborative spirit, with a good sense of humor, and the ability to create positive working relationships with colleagues.
Exceptional interpersonal and communications skills, with the ability to work collaboratively with employees at every level and across all departments of the organization, and the ability to build relationships with stakeholders including staff as well as external stakeholders.
Demonstrated ability and competence to assess priorities and manage a variety of activities in a time-sensitive environment while meeting deadlines with attention to detail and quality.
Problem solver with ability to analyze information, understand how issues relate to department activities, and make decisions.
Solution-oriented, proactive, pragmatic, and resourceful problem solver with strong critical thinking and analytical skills.
Adept at developing presentations and other basic communications materials.
Comfortable and confident in independently finding needed information, asking for help when needed, or making effective autonomous decisions in a timely manner.
Tact and ability to work well with and support senior leaders.Initiative in anticipating needs and being proactive.

Physical Demands

Availability to travel domestically and internationally as needed (up to 5-10% time).
Basic Office Operations - keyboard use, pulling drawers, lifting paper<10lbs. etc.

The expected salary range for this position is: $45,000.00 - $65,000.00 annually (U.S. locations only).

MSH considers multiple job-related factors when determining an offer, including but not limited to, business and organizational needs, candidate qualifications, internal equity, location, and internal budget.

Salary is just one of many aspects of our total rewards package; at MSH, our goal is to provide you with a comprehensive set of competitive benefits that includes a substantial vacation, sick and holiday policies, training and development programs, competitive insurance coverage for health, vision, dental, life, short-term and long-term disability, 401k plan, Flexible Spending Account, among others.

The selected candidate will have a flexible work schedule combining remote and in-office work from one of MSH's US offices at a set frequency.

MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.

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