Executive Assistant/Office Administrator

About Global Health Strategies (GHS)

Global Health Strategies (GHS) is an international consulting firm that uses advocacy, communications, and policy analysis to advance issues and power campaigns that improve health and well-being worldwide. We work across some of the world’s most dynamic regions to enable policy innovations, mobilize resources and build political will, engaging global and local audiences to drive change. At the heart of our work is the vision of a world where everyone, no matter where they live, has the chance to live a healthy life. We are helping to achieve this goal by working with clients to promote research and development for urgently needed medicines, advocate for services on behalf of at-risk populations, and strengthen the most vulnerable health systems so that they can stand resilient in the face of modern threats.

About The Position

Global Health Strategies (GHS) is seeking an organized and reliable Office Administrator/Executive Assistant to manage day-to-day office administration and provide scheduling and other administrative support to the Chief Operating Officer at its headquarters in New York City. The Office Administrator/Executive Assistant will report to the Chief Operating Officer and provide critical support to the operations team.

This is a full-time position, required to be in our Midtown East NYC office Monday – Friday.

Responsibilities

• Serves as point person on all action lists as well as debriefing process for check-ins and internal and external meetings
• Manage scheduling for recruitment efforts, process for semi-annual performance review and new hire orientation process
• Liaise with IT team as necessary
• Manages billing, expense reports and itemizes credit card bills and other related expenses
• Manage emails, letters, packages, phone calls and other forms of correspondence
• Other special projects as needed
• Office Administration
• Maintain a clean and organized office space, set up twice-weekly lunch, schedule and setup/cleanup conference rooms
• Talent/HR Support
• Greet clients and other visitors (such as interviewees) to the office in a friendly and professional manner
• Assist in coordination of travel arrangements with final round interviewees
• Plan and execute COO's work schedule, ensuring optimal use of her time and that she is fully prepared for all meetings
• Track, replace and organize office and kitchen supplies as necessary to avoid interruptions in standard front office procedures
• Support COO with travel planning and logistics, including developing detailed, written itineraries
• Support planning and coordination of internal events, including employee engagement initiatives, holiday celebrations and special events
• Copy edit communications/presentations
• Support special initiatives as they arise
• Filing and organization of recruitment materials such as candidate profiles and writing samples
• Help with basic AV/IT troubleshooting and database management
• Executive Assistant to the Chief Operating Officer

The Ideal Candidate

• Is organized and detail-oriented
• Is self-motivated
• Is positive and professional
• Is flexible and adaptable
• Has exceptional priority and time management skills

Qualifications

• Bachelors degree required
• Sense of humor and ability to work well with a wide variety of personalities
• Ability to multitask, work in an entrepreneurial and flexible environment, after-hours availability as needed
• Knowledge of executive and administrative operations
• At least 4-5 years of related, progressively responsible work experience, including supporting a senior executive
• Must be authorized to work in the United States, visa sponsorship is not available for this position
• Team player with strong communication, diplomacy and interpersonal skills
• Ability to copyedit communications including presentations, memos and emails

NYC Salary Range: $65,000 - $80,000