Executive Assistant to VP, Administration & HR (Washington, DC)

Sometimes in life there is that moment when it's possible to make a change for the better. This is one of those moments."
-Elizabeth Glaser

The Elizabeth Glaser Pediatric AIDS Foundation is a global leader in the fight against pediatric HIV and AIDS, working in 17 countries and at over 5,400 sites around the world to prevent the transmission of HIV to children, and to help those already infected. Today, because of the highly successful work of the Foundation and its partners, pediatric AIDS has been virtually eliminated in the United States. With a growing global staff of nearly 1,200--nine of 10 who work in the field--the Foundation's global mission is to implement prevention, care, and treatment; further advance innovative research; and to execute strategic and targeted global advocacy activities to bring dramatic change to the lives of millions of women, children, and families worldwide.

Job Summary

We seek a motivated professional to provide administrative and project support to the Vice President of Administration and Human Resources as well as general support to the HR department. The Executive Assistant will play a key role in determining priorities, resolutions and process enhancements in order to bring together the various administrative functions in a cohesive manner. The successful candidate will have superior administrative skills, a pro-active work approach as well as exceptional relationship building skills. In addition, this position will work on Foundation-wide Human Resources projects in collaboration with various staff and departments.

Essential Duties & Responsibilities

VP Support:
• Assist with prioritizing and balancing schedules by successfully managing VP's calendar
• Arrange domestic and complex international travel which can often include multi-leg trip planning for VP to include processing visa applications and other logistics
• Compile and process VP's expense reports and reimbursements, accurately and timely
• Prepare VP for all internal/external meetings, preparing and disseminating materials, conducting research and other related activities
• Act as liaison between staff and VP when assisting direct reports on projects and keeping track of deadlines and other priorities

HR Projects:
• Understand, anticipate and lead HR section of program reviews (gather information from HR team and create PP presentation)
• Lead in preparing, writing, editing HR summaries for quarterly board report and work closely with assistants within the executive support staff in advance of the quarterly meetings
• Gather materials needed for monthly Foundation (Djamo Djamo) newsletter and coordinate bi-monthly Global HR calls, working closely with HR department and field staff
• Act as administrator for e-learning system, provide guidance and support to staff across the Foundation
• Other HR related projects as assigned
Administrative:
• Prepare meeting agendas in advance and play an active role in taking and distributing meeting minutes to enhance overall communication
• Create and update materials including PowerPoint presentations for internal and external meetings
• Assist with light administrative support, coordination and logistics for remote senior HR staff located in different time zones
Management:
• Supervise Receptionist and assign overflow work as appropriate
• Oversee receptionist's schedule and work to ensure proper coverage at the front desk at all times, potentially filling in as necessary

Required Qualifications

• Bachelor's degree
• Minimum 4 years experience providing executive support to senior management
• Previous experience in providing work direction/supervision

Knowledge, Skills and Abilities

• Strong organizational skills and attention to detail
• Ability to influence and accomplish complex assignments requiring cross-organization cooperation
• Excellent writing, editing and proofreading skills
• Ability to communicate effectively with senior executives as well as external members
• Impeccable tact, discretion and sensitivity to confidential information
• Flexibility and willingness to work in situations of flux; ability to work in a fast paced environment
• Excellent computer and basic research skills; good knowledge of Microsoft Office Platform, especially PowerPoint
• Strong work ethic and willingness to take ownership for a wide-range of responsibilities
• Ability to work well within a culturally diverse environment

Please apply online at www.pedaids.org
Thank you