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Administrative Assistant, Center for Vaccine Innovation and Access

About the Role

PATH is a global nonprofit dedicated to achieving health equity. With more than 40 years of experience forging multisector partnerships, and with expertise in science, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales up innovative solutions to the world’s most pressing health challenges.

PATH’s Center for Vaccine Innovation and Access (CVIA) brings together our expertise across every stage of the long and complex process of vaccine research, development, and delivery to make lifesaving vaccines widely available to children and communities across the world. CVIA’s current portfolio encompasses more than two dozen vaccines either in development or already in use to protect against fifteen different diseases. Our focus is on vaccines to address the leading diseases that claim children’s lives worldwide: pneumonia, diarrheal disease, and malaria; as well as other global health priorities, such as polio and meningitis. We work in partnership with national health ministries, pharmaceutical manufacturers, donors, international financing and regulatory organizations, and many others. PATH has led numerous global partnerships, including the award-winning Meningitis Vaccine Project and the Malaria Vaccine Initiative, which helped develop the first malaria vaccine candidate recommended for pilot implementation.

PATH’s Integrated Portfolio and Financial management Functional Area (IPFM) is currently recruiting for an Administrative Assistant to provide administrative support to one or more members of the Center for Vaccine Innovation and Access (CVIA) leadership team (disease and functional area heads).



Responsibilities

Administrative Support
Provide administrative support to CVIA global head(s), including complex calendar management.
Coordinate domestic and international travel arrangements for global head(s), track team members' travel schedules.
Assist with completion of administrative forms as required, including travel forms, check requests, meal conference forms, travel expense reports, etc.

Meeting/Event Support
Work with internal and external contacts to prioritize and schedule meetings and teleconferences, i.e., team/department meetings, 1:1’s, and donor meetings.
Provide support for meetings/events, attending as requested, including but not limited to: scheduling, distributing agenda and minutes, compiling and distributing relevant background and meeting materials, arranging appropriate teleconference platform (as needed), coordinating presentations and AV (in-person and virtual formats), and monitoring action items assigned and other follow-up activities.
Coordinate arrangements for visitors, conferences, workshops, meetings, and other events.
Ensure that logistics for complex meetings and events are arranged. This includes pre-meeting and day of logistics, such as room reservations, catering arrangements, managing/setting up AV equipment onsite, teleconference setup, maintaining participant lists, assisting with guest arrangements, and handling issues for offsite meetings.

Communication
Ability to anticipate and proactively resolve conflicts and use diplomacy to resolve problems.
Handle confidential matters on a regular basis.
Assist global head(s) with correspondence containing complex and confidential communications to internal and external contacts. Where appropriate, draft responses or triage queries or issues to other team members for response. Ensure timely flow of information and materials.
Coordinate and provide key information to other business units as requested and appropriate.

Document Management
Manage document resources in Box, Smartsheet, and SharePoint sites.
Maintain internal resources website/dashboard.
Update team organizational charts and distribution lists.
Plan and coordinate graphics and tables in support of documents and PowerPoint presentations.
Assemble and coordinate internal review and final submission of proposals and donor reports.

Peer Support
Assist with onboarding of new colleagues.
Serve as a member of CVIA’s administrative team to ensure smooth coordination of schedules and activities among the difference offices. Provide backup/coverage for other Administrative Assistants within the group as needed.


Required Experience

A minimum of an associate degree or four years of directly related administrative experience.
Articulate communicator, excellent oral and written communication skills in English.
Proficiency in the application of Microsoft Office Suite with an emphasis on proficiency in Outlook, Word, Excel, PowerPoint, and SharePoint.
Proven success drafting, proofreading, and editing documents.
Extremely detail oriented.
Strong interpersonal and organizational skills with a proactive nature.
Proven effectiveness prioritizing competing demands and remaining flexible and adaptable with changing priorities.
Must have legal authorization to work in the United States.

Desired skills and experience:

Experience with Smartsheet preferred.
Demonstrated ability to work effectively in a multi-site organization and in a team-based structure.

COVID-19 Vaccine Requirement:

PATH has instituted a COVID-19 vaccine mandate for all employees, interns, consultants, and temporary staff based in the United States. Individuals selected for job opportunities in the United States must be fully vaccinated, and show proof of vaccination status, upon hire. Individuals are considered fully vaccinated 2 weeks after their second dose in a 2-dose series, such as Pfizer or Moderna, or 2 weeks after a single-dose vaccine, such as Johnson & Johnson. Individuals with medical issues or sincerely held religious beliefs that prevent them from getting the vaccine may request an exemption from the vaccine requirement.

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, gender identity or orientation, 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.

Job Location
Seattle, WA or Washington, DC, United States

Company Location
United States, Seattle or Washington, DC

Position Type
Full-Time/Regular

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