Executive Assistant (Remote) at Pandemic Action Network

Launched in April 2020, Pandemic Action Network is a robust partnership of over 400 diverse organizations aligned in the belief that every effort made in the fight against COVID-19 should leave a long-term legacy — one where humanity is better prepared to deal with outbreaks and prevent a deadly and costly pandemic from happening again.

 

Executive Assistant (Remote)

  • Job TypeRemote
  • QualificationBA/BSc/HND
  • Experience5 years
  • LocationNairobi
  • Job FieldAdministration / Secretarial 

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

Check if your CV matches this job with MyJobMag AI

Method of Application

Interested and qualified? Go to Pandemic Action Network on www.pandemicactionnetwork.org to apply

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