Executive Assistant, Essential Medicines

PATH is an international organization that drives transformative innovation to save lives and improve health, especially among women and children. PATH accelerates innovation across five platforms—vaccines, drugs, diagnostics, devices, and system and service innovations—that harness its entrepreneurial insight, scientific and public health expertise, and passion for health equity. By mobilizing partners around the world, PATH takes innovation to scale, working alongside countries primarily in Africa and Asia to tackle their greatest health needs. Together, PATH and the countries PATH works alongside deliver measurable results that disrupt the cycle of poor health.

The Vice President of Essential Medicines (VP EM) serves as a member of PATH’s executive team and provides leadership, direction, and oversight to the Essential Medicines Area, as well as leads PATH’s Center for Vaccine Innovation and Access (CVIA).  The Director of the Office of Essential Medicines (DOEM), supports the VP EM in these efforts and serves as the Managing Director of CVIA.  Reporting to the DOEM, the Executive Assistant will serve as the primary point of contact and liaison for the VP EM and the DOEM, and will oversee and manage day-to-day administrative activities in support of the Essential Medicines Area and CVIA.

Responsibilities include:

  • Overall management responsibility for the calendar and schedule of the VP EM and DOEM; including prioritization, follow-up, dissemination of information, and managing work across multiple locations. This may include limited project management responsibilities for building schedules for project delivery.
  • Support the VP and DOEM in managing/fulfilling role as a PATH representative to local and international organizations.
  • Prepare and review communications materials including: internal/external correspondence, PowerPoint Presentations, reports, talking points, and other materials to ensure quality and accuracy of information.
  • Liaise with the Global Director of HR, Essential Medicines Operations Team, employees, committees, community networks and leadership teams appropriately as delegated by the VP EM or DOEM. Handle confidential and sensitive information.
  • Plan and coordinate the production of documents, reports, presentations, and articles, including proofreading and version control.
  • Update and manage the Essential Medicines and associated SharePoint sites, including working with key stakeholders in EM to develop the business processes for site maintenance.
  • Plan and manage domestic and international travel for the VP EM and DOEM by working with PATH’s travel agent, internal travel management teams, and external partners.  Complete required documentation prior to travel and submission of travel expenses following trip completion.
  • Coordinate all arrangements for conferences, teleconferences, workshops, meetings, and other events including equipment needs, catering, travel arrangements, hotel suggestions, taxicabs, and other necessary details for staff and guests.
  • Schedule and organize regular and ad hoc meetings with Essential Medicines Leadership Team (EMOT) and other members of the PATH community. Maintain Action/ Decisions/Issues Log for these meetings.
  • Engage as a partner to other Executive Assistants (EAs) in assuring efficient coordination of leadership schedules, meetings, etc. Serve as back-up to other EAs as needed.
  • Coordinate other events as needed.
  • Provide a project management focus to integrating key deliverables for VP EM, DOEM and Essential Medicines and CVIA Leadership Teams. Establish and manage approaches to ensure on time delivery.

Required Experience

  • Bachelor’s degree preferred. Plus a minimum of five years of directly related experience including responsibility for supporting senior management and project management experience required; may be an equivalent combination of education and experience.
  • Exceptional oral and written communication skills.
  • Excellent computer skills using MS Office Suite required; high-level proficiency in creating and editing documents in Word and PowerPoint, creating and maintaining SharePoint sites, pages, libraries and lists, and operating all aspects of Skype for Business mandatory; additional software experience highly preferred.
  • Strong organizational skills and composure needed to work within a fast-paced work environment, including proven ability to prioritize competing demands effectively and adapt easily and quickly to changing priorities.
  • Strongly demonstrated interpersonal skills and diplomacy, coupled with sound judgment and problem-solving capabilities.
  • Demonstrated ability to work with virtual teams including effective use of Skype for Business, web conferencing, video-conferencing and teleconferencing. Appreciation for challenges of managing multiple time zones.
  • Ability to effectively prioritize competing demands.
  • Excellent demonstrated experience managing a complex and frequently changing schedule and setting priorities. Proven agility to adjust to changing schedules and keeping the VP EM and DOEM up to date and on time.
  • Knowledge of cross-cultural communication issues and demonstrated ability to work effectively in diverse teams.
  • Collaborative working style with the ability to independently initiate and coordinate projects.
  • Excellent team player who can engage in ways that enable over all team efficiency.
  • Experience supporting staff who travel frequently.
  • Excellent communication, drafting, proofreading, and editing skills.
  • High level of attention to detail and work well under deadlines.
  • Demonstrated interest in international cultures.
  • High integrity and ability to maintain confidentiality.

Must have legal authorization to work in the United States.

PATH is dedicated to building an inclusive workforce where diversity is valued.

PATH is an equal opportunity employer. Every qualified applicant will be considered for employment. PATH does not discriminate based on race, color, religion, gender, sexual orientation, gender identity, genetic information, age, national origin, marital status, disability status, political ideology, military or protected veteran status, or any other characteristic protected by applicable federal, state, or local law.