ThinkWell

Senior Administrative Assistant

US-DC
1 month ago
ID
2017-1085
# of Openings
1
Category
Administrative/Clerical

Overview

ThinkWell is an emerging health systems development organization that is in a major growth phase. Determined to transcend the status quo, ThinkWell was founded in 2011 to provide bold, creative, and practical solutions to helping low- and middle-income countries achieve universal health coverage. While our core area of work is health financing, we take a "whole-of-systems" approach, specializing in five practice areas that intersect with health financing: governance, human resources for health, private sector, public financial management, and research and evaluation.

The Senior Administrative Assistant position, based in our Washington DC office, will provide executive assistance to the CEO (50%) combined with in-house support to senior program managers. The position requires creativity and diverse skills to lead on day-day office management and develop more streamlined office systems. The position offers a great to join a highly dynamic team and learn on the job.

Responsibilities

The Senior Administrative Assistant will undertake the following roles and responsibilities: 

 

Executive Assistance to CEO (50%)

  • Support a broad variety of administrative tasks for the President & CEO including: managing the calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents.
  • Serve as point of contact between executive and employees and manage flow of information
  • Format information for internal and external communication including memos, emails, presentations, reports, etc.
  • Research, prioritize and follow up on incoming issues and concerns addressed to the CEO.
  • Work closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
  • Assist in coordinating the agenda of Senior Management meetings and off-sites and company-wide meetings

Programs Administration (50%)

  • Administer project support for DC office team and off-site teams including: planning meeting schedules, organizing workshops and day-day inhouse administration.
  • Provide general intranet support and guide staff for use and troubleshooting on Egnyte, GoDaddy, Outlook, Microsoft Word, GoToMeeting, and Deltek platforms.
  • In coordination with the operations coordinator, support new staff onboarding, including administration of induction schedule and training on company systems.
  • Support DC team members with routine communications: organize schedules and agendas for weekly and monthly staff meetings, working groups and other events.
  • Develop and maintain contact lists for partners and other agencies.
  • Monitor external events schedules and maintain conference and events listing

Qualifications

Qualifications

  • Degree in business management, business administration or equivalent.
  • Minimum of 3 years of relevant experience, preferably with international organizations.
  • Experience in office management including administrative support and communications.
  • Strong skill set in coordinating and communicating with a virtual team.
  • Expert level written and verbal communication skills.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
  • Fluent command of English; working proficiency in other languages (e.g., French) is an asset.

Skills and Competencies

  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Strong and compelling writing, editing, and oral communication skills.
  • Strong interpersonal skills and ability to build relationships with the team members.
  • Ability to deliver effectively in high-pressure situations, with multiple, sometimes competing deadlines.
  • Enjoys a dynamic, high-growth, fast-paced environment.

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