Executive Administrative Assistant

Executive Administrative Assistant

MedShare is a humanitarian aid organization dedicated to improving the quality of life of people, communities and our planet by sourcing and directly delivering surplus medical supplies and equipment to communities in need around the world.

Description: The Executive Assistant will perform diverse administrative duties for the Chief Executive Officer including written and verbal correspondence, meeting and calendar management, coordination and arrangement of travel schedules, monthly time and expense reporting and other related duties as required.

The Executive Assistant will work with other staff in a team environment to provide the best support/coverage possible for executive staff. This is an excellent opportunity to be part of a high functioning team while gaining a comprehensive understanding of the nonprofit sector.

Reports To: CEO & President

Type of Position: Fulltime (40 hours)

Duties & Responsibilities:

Communications

• Act as an interface for clients and all levels of MedShare staff, as appropriate
• Draft, type, and proof letters, memos, documents and reports
• Maintain up-to-date paper and electronic files
• Prioritizes incoming mail. Gathers background information for CEO to reply to issues posed in correspondence and other queries. Routes & answers all correspondence not requiring executive’s attention.

Meeting and calendaring management

• Coordinate calendars and schedule meetings
• Coordinate events and meetings for off-site convenings
• Generate visually stimulating presentations using Microsoft PowerPoint
• Resolve scheduling conflicts and prioritize commitments
• Confirm important external meetings
• Communicate agendas and respond to calendar changes as needed
• Track relationship development in contact management system
• Compile and submit time sheets

Board of Trustee Meetings

• Independently coordinates Board meetings, including preparation and distribution of materials.
• Takes minutes at Board meetings and distributes minutes
• Initiates follow-up on items discussed in Board meetings

Travel

• Coordinate travel arrangements including air, hotel, ground transportation and meal reservations, as business needs and personal preferences dictate
• Compile and submit travel and expense reimbursement reports

Other

• Collaborate with others on phone coverage, work sharing, and general team support
• Serves as a liaison between executives, mangers & visitors as required. Researches and fulfills information requests from internal and external business contacts.
• Perform other related duties as requested or as responsibilities dictate

Requirements:

• Bachelor’s degree or related experience is required
• Experience in providing direct administrative support to executive levels is required
• Outstanding written and verbal communication skills are required as is the ability to work both independently and as an integral member of various teams
• Strong organizational skills and detail-orientation necessary
• Ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously and deal with highly confidential information
• Microsoft Office Word, Excel, PowerPoint, Outlook power user.

Application Instructions

Interested applicants should submit a resume, cover letter and salary requirements to: jobs@medshare.org with “Executive Administrative Assistant” in the subject line. A slate of successful candidates will be invited for interviews.  Due to the large number of resumes generated, only successful candidates will be contacted.  Phone calls are discouraged. 

MedShare is an equal opportunity employer. We do not discriminate based on age, gender, race or ethnic origin, religion, veteran status, physical or medical condition, political affiliations or sexual orientation.