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.

DESCRIPTION

Summary

VillageReach is searching for an experienced, reliable and task-oriented Executive Assistant. Reporting to the CEO, the Executive Assistant will work directly with the CEO, the Senior Management Team, and the Board of Directors and will be responsible for providing high level administrative support to these teams. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced environment. This is an excellent opportunity to join a mission-oriented, global organization.

Description

The Executive Assistant provides administrative support to the CEO, senior management team, and Board of Directors by liaising between the CEO and internal/external stakeholders, conducting research, preparing reports, planning meetings, supporting strategic initiatives, handling information requests, preparing correspondence, managing complex schedules, and summarizing and following up on actions. This position can be located remotely in the United States or Nairobi, Kenya. Essential Duties and Responsibilities include the following. Other duties, responsibilities, and activities may change or be assigned at any time.

• Coordinate executive communications for the CEO, including managing requests for information, responding to emails, interfacing with partners and staff, and maintaining records of communication with stakeholders in organizational systems. Maintain relationships with key partners, board members, and executives.
• Prepare internal and external documents and communications for team members and partners including conducting research and analysis.
• Manage complex calendars for the CEO, coordinating meetings across multiple time zones and ensuring efficient scheduling.
• Arrange travel logistics, including visa documentation, flight bookings, accommodations, and expense reporting for the CEO
• Facilitate Executive and Global Management Team meetings by developing agendas to ensure critical business is covered throughout the year, documenting minutes, and tracking follow-up actions to ensure progress on critical initiatives. Ensure smooth communication across these teams.
• Work with the Board Secretary to ensure that all corporate, financial, and Board Meeting documents (resolutions, minutes, etc) are stored and readily accessible in the Intranet portal for Board members, staff leadership, and auditors. Support the Board and committees by preparing meeting materials, scheduling meetings, and assisting with new Board-member on-boarding.
• Plan and execute in-person and virtual events such as retreats, virtual Tea and Learns, and Staff & Board meetings and activities. This involves managing logistics, budgets, and participant communications. Travel may be required to support retreats or meetings.
• Maintain and track the CEO’s and Board’s budget, assist in reviewing and developing the fiscal year budget, and provide financial reporting as needed.
• Uphold confidentiality and professionalism in all interactions and tasks.

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:

1. Compelling Communication
   • Key Behaviors: Clear and evidence-based communication, audience adaptability, curious listener.
2. Resilient Self Leadership
   • Key Behaviors: Self-aware, plan how one shows up, emotionally intelligent, use one’s own agency and takes accountability.
3. 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:

1. Influencing Leadership
   • Key Behaviors: Cultivate trust, influences to make change, navigate the matrix structure.
2. Radical Partnership
   • Key Behaviors: Share information and credit, address conflict, increase impact through collaboration, political and contextual awareness.
3. Cultivates a Growth Mindset
   • Key Behaviors: Seek out diverse input, demonstrate flexibility in thinking and curiosity, embrace challenges, demonstrate persistence, seek learning opportunities.
4. Cultural Intelligence and Inclusion
   • Key Behaviors: Continuous learning and ally-ship across cultural lines, challenge prejudice and bias, modeled in one’s own behavior.

REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Advanced Microsoft Office skills, with an ability to become familiar with organization-specific programs and software including Salesforce, PowerBI, SharePoint, and Concur.
• Proficiency in collaboration and delegation of duties.
• Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
• Exceptional interpersonal skills
• Friendly and professional demeanor

Supervisory Responsibilities:

This position has no supervisory responsibilities.

Education & Experience:

• Bachelor’s degree
• 4-7 years of administrative experience
• Experience working with management-level staff in previous positions

Other Qualifications:

• Established cultural competency in partnering with racial, cultural and linguistically diverse groups.
• Demonstrated understanding of challenges with working in rural, underserved and low-income context; experience living in and/or working in a low-income country a plus.
• Proficient in Microsoft Office Suite (Word, PowerPoint, Outlook, Excel) and comfortable in a fast-paced technical environment.
• Excellent written and verbal communication in English; French or Portuguese language skills a plus.
• Proficiency in managing complex schedules and travel logistics across multiple time zones.

Environment and Physical Demands:

VillageReach employees typically work in a shared, open environment with task and conference rooms accessible to employees for privacy and meetings. The noise level in the work environment is usually quiet. Due to the time zone differences across our USA, Kenya and Country Offices and location of other global staff, we have established core collaboration hours between 6am Pacific Time and 18:00 South Africa Time (GMT+1) Monday through Thursday. All staff, regardless of location are expected to be available between these hours. During Daylight Savings Time, this allows for 12 hours per week (3 hours/day) of collaboration time and during Standard Time, 8 hours (2 hours/day). We do not hold cross-office meetings on Friday.

[Include how much time (rough percentage) of the work is spent sitting, versus standing and what physical demands will be asked of person. Include what weight (if any) will need to be lifted and vision requirement. Also include any other environment conditions.]

COMMITMENT TO DIVERSITY & INCLUSION:

VillageReach is an Equal Employment Opportunity Employer committed to workforce diversity. We believe that diverse, equitably weighted perspectives foster an organizational capacity to create novel solutions that improve health in the most under-reached and hard-to-reach areas. To align our values, innovations and impact, VillageReach is committed to recruiting and retaining a diverse global workforce.

APPLICATION INFORMATION:

This is an immediate hire and therefore resumes will be reviewed on a rolling basis until December 15. To apply, please submit your resume and a cover letter to our online portal: http://www.villagereach.org/join-us/. In your cover letter, please address (1)Why you are interested in this position, (2)What is one reason you think you’d be a good fit for this position and, (3)what is one strength you would bring to this position?

Hiring Process:

The hiring process will include the following steps:

1. Review submitted applications
2. Conduct 20-30 minute screening interviews for shortlisted candidates
3. Conduct skills and value-based interviews for 3-5 candidates.
4. Request that top candidates submit a practical assessment (designed to take no more than two hours to complete). Sometimes the assignment will occur before the interview.
5. Conduct final interview if necessary
6. Request references
7. Make offer
8. Conduct background check

Only shortlisted candidates will be contacted, but candidates who proceed to step 2 will be notified if they are not chosen for step 3.

Safeguarding:

VillageReach is committed to promoting the welfare of children, young people, adults, and beneficiaries with whom it engages. We expect everyone working with us to share this commitment through our code of conduct.All offers of employment will be subject to satisfactory references and appropriate screening checks, which may include criminal records. VillageReach participates in the Misconduct Disclosure Scheme and, in line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse, and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By applying, the job applicant confirms his/her understanding of these recruitment procedures.

Compensation & Benefits:

VillageReach has an established compensation structure that is based on the relevant market and internally transparent. In the USA, the range for this position is $58,500 to $69,600. In Kenya, the range is $34,600 to $44,300. We hire people into the established range based on one’s 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 and for more information on employee benefits.