Executive Assistant

ABOUT VILLAGEREACH

VillageReach transforms health care delivery to reach everyone. We are driven by a vision of a world where each person has the health care needed to thrive. VillageReach’s goal is to reduce inequities in access to quality primary health care for 350 million people by 2030. We work with governments, the private sector, partners and communities to build responsive primary health care systems that deliver health products, information and services to the most under-reached. As a locally driven and globally connected organization, VillageReach has offices in the Democratic Republic of Congo, Kenya, Malawi, Mozambique and the United States.

Summary

The Executive Assistant (EA) provides high-level administrative, organizational, and strategic support to executives, serving as a gatekeeper for calendars, travel, communications, and confidential information. Key responsibilities include coordinating meetings, preparing reports/presentations, and facilitating communication between senior leaders and stakeholders.

Description

Essential Duties and Responsibilities include the following. Other duties, responsibilities, and activities may change or be assigned at any time.

Calendar & Diary Management

• Complex diary coordination across senior leaders (Country Director, Director of Programs, Director of Finance & Operations)
• Scheduling and prioritising meetings, appointments and events.
• Anticipating clashes and ensuring executives are prepared.

Travel & Logistics

• Organizing domestic and international travel, including flights, hotels, visas and transfers.
• Preparing detailed itineraries and managing last-minute changes.
• Preparing logistics notes for international travel
• Preparing mission orders for all travel

Communication & Gatekeeping

• Acting as the first point of contact for internal and external stakeholders.
• Screening calls, emails and correspondence, including inbox management.
• Drafting responses and acting as a professional gatekeeper to protect the senior leaders’ time.

Meeting & Event Support

• Preparing agendas, briefing packs and presentations
• Coordinating logistics (transport, room bookings, etc) for internal and external meetings
• Taking minutes, distributing notes and tracking action items

Document & Information Management

• Drafting, editing and formatting reports, minutes, letters and PowerPoint presentations
• Implementing and maintaining effective filing systems and databases
• Ensuring accuracy of information before sharing it with the executive team and/or other stakeholders
• Safeguarding the confidentiality of sensitive information.

Competencies:

VillageReach has ten (10) Organizational Competencies that describe how we work together and get things done that are grouped into three strategic areas of Achieving Great Results, Setting Direction and, Bringing Others With you. For a full description, please download our Organizational Competency document.

Achieving Great Results:

1. Risk Taking and Innovation

· Key Behaviors: Comfort with ambiguity, curiosity, adaptability, unconstrained and undeterred creativity, resourcefulness.

2. Business Judgement

· Key Behaviors: Getting to root causes, understanding environment, navigating complexity and ambiguity, entrepreneurial energy.

3. Building Strong Teams

· Key Behaviors: Trust in Subject Matter Experts (SME’s); radical candor to resolve conflict, hold each other accountable as colleagues, focused on results, commitment to mission.

Setting Direction:

4. Compelling Communication

· Key Behaviors: Clear and evidence-based communication, audience adaptability, curious listener.

5. Resilient Self Leadership

· Key Behaviors: Self-aware, plan how one shows up, emotionally intelligent, use one’s own agency and takes accountability.

6. Stewardship and Personal Alignment

· Key Behaviors: Take ownership, display ethical conduct, effective at resource management, alignment of personal objectives with organizational goals and mission, focus on continuous improvement and sustainability.

Bringing Others with You:

7. Influencing Leadership

· Key Behaviors: Cultivate trust, influences to make change, navigate the matrix structure.

8. Radical Partnership

· Key Behaviors: Share information and credit, address conflict, increase impact through collaboration, political and contextual awareness.

9. Cultivates a Growth Mindset

· Key Behaviors: Seek out diverse input, demonstrate flexibility in thinking and curiosity, embrace challenges, demonstrate persistence, seek learning opportunities.

10. Cultural Intelligence and Inclusion

· Key Behaviors: Continuous learning and ally-ship across cultural lines, challenge prejudice and bias, modeled in one’s own behavior.

Compensation & Benefits:

VillageReach has an established compensation structure based on the relevant market and is internally transparent. We hire people into the established range based on their experience and education and considering internal equity. We do not inquire about salary history. Please refer to our compensation overview on our website for more information on employee benefits.