Executive Assistant to the CDO

vor 2 Wochen

Genf, Schweiz WHO Vollzeit

ABOUT US

The WHO Foundation (WHOF), launched in May 2020 and headquartered in Geneva, was created as an independent Swiss foundation affiliated with but independent of WHO. Its mission is to mobilize greater private capital and partnership to advance the mission of the World Health Organization (WHO), enabling catalytic impact on the people whose lives rely on WHO’s work and facilitating innovation to maximize the impact of the resources we invest.

WHO plays a singular role in leading the global health ecosystem, acting as a first-responder to health crises — including the current conflict in Ukraine and on behalf of the 15+ million people in urgent need of aid in Horn of Africa; producing technical guidelines and tools to prevent and treat disease; and acting as a country-level convener with an unparalleled level of trust. The crises of the 21st century, including COVID-19, have made clear both the inequity of access to effective and affordable healthcare and the indispensable role of WHO. Yet WHO lacks sufficient resources to fulfill its mandate. And, beyond funding, its vision cannot be achieved by the public sector alone.

The WHO Foundation was therefore created as an independent Swiss foundation affiliated with but independent of WHO to marshal new resources from philanthropists, foundations, businesses, and individuals to support its mission: promote health, keep the world safe, and serve the vulnerable, while protecting the neutrality and independence of WHO as the world’s leading health authority. WHOF is a nexus for unique opportunities in global health, facilitating game-changing opportunities between the private sector and WHO. Our focus is on mobilizing grant income, shared value partnerships, and investment to power WHO’s work.

PURPOSE

The role of the Executive Assistant to the CDO is to provide high quality assistance and administrative, organisational and logistical support to the WHO Foundation’s Chief Development Officer (CDO) in all aspects of their daily routine including dealing with key stakeholders and confidential information. In addition coordinate team meetings and assist on travel and event logistics for the team.

REPORTS TO

The Executive Assistant will directly report to the CDO of WHOF.

ACCOUNTABILITIES & FUNCTIONAL RESPONSIBILITIES

Calendar and Meeting Management

  1. Manage the CDO’s time based closely on the priorities
  2. Expertly maintain and update calendar based on CDO’s preferences in a fast-paced environment
  3. Ensure all meetings are set up for success - including having accurate locations, contact details, links, codes, etc.
  4. Confirm appointments and alert the CDO of any conflicts or updates
  5. Plan for future interactions and meetings that the CDO may want to deliver

Email Management

  1. Process emails and indicate priority of emails in the inbox
  2. Draft email responses when required
  3. Scan and extract valuable information communicated via email
  4. Alert the CDO of any urgent emails that need to be seen or acted on
  5. Identify opportunities to produce new interactions based on context gathered via email review

Management of Contact Database

  1. Enter new contact information into Salesforce or any other CRM platform
  2. Update existing contact information
  3. Manage LinkedIn connections, when appropriate
  4. Maintain contact database organisation
  5. Record all tasks assigned and performed in appropriate platforms

Team Coordination

  1. Coordinate and schedule Team Meetings and ensure all necessary materials are prepared in advance
  2. Ensure effective communication and collaboration among team members by keeping them informed of upcoming events and team schedules

Travel and Event Logistics

  1. Coordinate all aspects of travel, including booking flights, accommodations, and transportation. Ensure itineraries are organised and provided in advance, taking into account preferences and any specific requirements of the team members.
  2. Support the Event Coordinator with travel and booking logistics as and when required. This includes selecting venues, coordinating catering, sending invitations, and managing RSVPs to ensure smooth operations on the event day.

Any other responsibilities that might arise while performing this job

PROFILE

  1. Academic background in Business Administration or any related field
  2. At least 5 to 7 years of relevant experience providing high level support to senior executives at a global level
  3. Previous experience in a scale up environment, working at a fast pace and under pressure
  4. Strong organizational skills and ability to multitask, along with being resourceful who takes initiative.
  5. Ability to develop trusted relationships, acting with integrity and demonstrating good judgement, while fostering teamwork
  6. Impeccable written and oral communication skills in English
  7. Exceptional attention to detail
  8. Strong ability to work under pressure and on strict deadlines in a multicultural setting
  9. Agile and IT-savvy approach, with excellent command of Google Suite and Microsoft Office tools as well as knowledge of other scheduling, book keeping and project management tools (eg. Calendly, Evernote, Monday.com, Salesforce, Slack, Trello)

ADDITIONAL INFORMATION

  1. Type of contract: permanent
  2. Location: Geneva or London
  3. Working rate: 100%
  4. Estimated start date: ASAP
  5. Application deadline:

This is a rolling process; applications will be reviewed as they arrive.

Final deadline for application is December 2, 2024

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