Duties and Responsibilities
Executive Administrative & Calendar Support
Advanced Calendar Management: Manage a complex, fast-changing calendar, strategically prioritizing requests that balance institutional operations, research timelines, and grant deadlines.
Meeting Preparation & Minutes: Coordinate, attend, and document high-level executive and research portfolio meetings; draft agendas, track action items, and ensure timely follow-up from team members.
Travel Coordination: Arrange detailed domestic and international travel itineraries, including flights, accommodations, visas, and local transport for global health conferences, site visits, and donor meetings.
Expense & Financial Liaison: Manage expense reports, travel reconciliations and reimbursements, ensuring compliance with institutional and donor policies.
2. Research Portfolio & Grant Liaison
Timeline Tracking: Maintain a master dashboard of deadlines for active research projects, progress reports, and upcoming abstract/manuscript submissions.
Document Compilation: Assist the Deputy Director in gathering administrative attachments and other required/support documents for grant proposals.
Scientific Correspondence: Proofread, format, and organize references for research briefs, presentations, and academic manuscripts.
Internal Team Bridge: Serve as a central point of contact for the Deputy Director’s project teams to ensure smooth communication flow.
3. Stakeholder & Relationship Management
Gatekeeping & Communication: Screen and prioritize incoming emails, phone calls, and correspondence, responding directly to routine inquiries with diplomacy and professionalism.
High-Level Liaison: Serve as a professional liaison between the project and external stakeholders.
Confidentiality: Handle highly sensitive institutional data, personnel matters, and proprietary research findings with absolute discretion


Qualifications and Experience
Bachelor’s degree required. A degree in Public Health, Health Administration, Business Administration, or a related field is highly preferred.
Experience
Minimum of 4–5 years of experience as an Executive Assistant, project coordinator, or research administrator supporting senior leadership.
Experience in research, academic, NGO, or global health setting is highly preferred. Familiarity with medical, public health, or scientific terminology (specifically relating to HIV/SRH) is a major asset.
Core Competencies
Hyper-Organization & Proactivity: Ability to anticipate the needs of a busy scientist-executive and stay three steps ahead of deadlines.
Tech-Savviness: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. Experience with project management tools and reference management software (e.g., EndNote, Zotero) is a plus.
Strong Communication Skills: Exceptional written and verbal communication skills, with the ability to draft professional emails to international dignitaries and donors.
Adaptability: Comfort working in a fast-paced environment with moving parts, varying time zones, and overlapping operational and scientific priorities.