Pandemic Action Network
Key Responsibilities
Leadership Support (80%)
Administrative support for two executive leaders, including but not limited to managing calendars and scheduling a high volume of meetings in a dynamic environment, making travel arrangements, and submitting expense reports
Managing and balancing workload for two executive leaders across a diversity of priorities and helping her make informed trade-off decisions
Tracking tasks, deliverables and project deadlines and scheduling time to meet them
Leading with solutions, identifying options, and providing relevant information when engaging with leadership to help make informed decisions quickly and with confidence
Engaging with and coordinating among stakeholders (internal and external) who meet with PAN executives
Supporting meeting and event preparation including agenda setting, internal communication and relevant coordination, tracking action items and follow-up and taking meeting notes when appropriate
Providing administrative support for meetings, convenings or events and assisting with logistics, preparation, research, and material preparation/dissemination based on PAN style and standards
Being a prudent/professional, yet affable/approachable gatekeeper — always operating with the utmost discretion
Having an ear to the ground to surface successes and challenges faced by staff
Approaching new tasks and responsibilities with care and enthusiasm
Team Priorities Support (20%)
Helping with meeting administration such as note-taking, monitoring chats, sharing presentations or links to ancillary information
Supporting the team to ensure timely and accurate record-keeping via PAN’s CRM system
Administrative and research support for advocacy letters, campaigns, and helping gather contact information
Contributing to the development, improvement, and implementation of organizational processes
Be ready to pitch in to fill gaps within our small, committed team to serve PAN priorities
Desired Qualifications
Minimum of 5 years’ experience in a fast-paced office environment including high-level administrative support with experience managing scheduling and executive priorities
Proven experience balancing competing priorities and identifying when to escalate an issue
Proven experience in developing and editing professional communications including emails, briefs, PowerPoint presentations, reports. etc.
Proficiency with common office tools including Zoom, Microsoft Office, Google docs, Airtable (CRM), and project management tools and/or aptitude and willingness to master new platforms
Experience working in a global organization across multiple time zones highly advantageous
Fluency in English — additional language fluency a plus
Experience working in the NGO sector and/or political advocacy a plus
Project management skills a plus
Must have the right to work in home country
Method of Application
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