Assistant, Executive Office

Vor 7 Tagen

Geneve, Schweiz Global Antibiotic R&D Partnership (GARDP) Vollzeit

**Overall Purpose**:
The Executive & Legal Assistant will play a key role in supporting the GARDP Executive Office and the Legal Team. S/he will provide administrative support to GARDP Executive Office and Legal teams to ensure the smooth-running of activities. As Executive & Legal Assistant, s/he will be expected to maintain frequent interaction with the GARDP teams.

The Assistant will provide administrative support to the Executive Office and Legal team with high level of quality in the activities such as:

- Travel management
- Organization and logístical support
- General Administrative support in related activities, such as update databases, filing, etc.

**Contribution**

S/he provides administrative services to operational line or project team, working within tried and tested policy, process or practice. S/he solves non-routine problems on a case by case/project basis, in consultation with other colleagues or supervisors.

S/he assists the legal team in the preparation and prioritization of legal documents and management of the legal sharepoint and database.

**Scope of Work (Results)**

This role affects all aspects of the support services and has an impact on GARDP activities.

**Tasks and responsibilities (Executive Office - 70%)**:

- Provide administrative support to the Deputy Executive Director, e.g. travel organization, calendar management, expense reporting
- Coordinate logistics for meetings, conferences & events
- Assist in the planning, execution and follow up of key meetings and events, e.g. conducting surveys
- Support the Executive Office Senior Manager in:

- All aspects of Board & Executive meeting preparations
- Organising annual meetings, team events etc. as well as events related to all GARDP Departments
- Organising and scheduling external partners and internal meetings and events with an understanding of business priorities - proactively manage extremely complex calendars
- Effectively planning external partner meetings, events, management meetings and team engagement
- Maintenance of sharepoint folders under the management of the Executive Office
- Support in daily administrative tasks, and work on special projects, as assigned

**Tasks and responsibilities (Legal - 30%)**:

- Manage administrative responsibilities in the legal office
- Manage legal sharepoint and legal database
- Manage legal process and be primary point of contact for contractual processes
- Conduct initial research and provide information to the lawyer
- Draft first copy of legal document using template (CDA,)
- Organise all legal documents in a confidential way

**Reporting line**
- S/He reports to the Executive Office Senior Manager
- Will work very closely with the Deputy Executive Director, Senior Legal Counsel and Legal Senior Officer

**Interactions**
- S/he maintains relationships with several organizational units including some outside GARDP projecting image of a reliable service provider or partner. Interaction assesses issues and performance that facilitate or hamper service delivery.
- S/he works with a number of teams and units in many departments including - External Relations, R&D, Finance & Executive Office, Business Development, Procurement, Communication, Advocacy, and Regional Offices

S/he promotes programs and processes and maintains productive relationships both internally and externally by projecting the image of a credible partner and ensures commitment of partners.

**Requirements**:
**Skills and Attributes**
- Ability to use initiative, prioritize, multi-task, and work well under pressure to meet deadlines
- Clear and systematic thinking that demonstrates good judgment and problem solving competencies
- Good communication skills in multicultural, multi-lingual environments
- Ability to work effectively as part of a multicultural team
- Well organized and structured
- Ability to use effectively legal tool and sharepoint, and to manage database
- High respect of confidentiality
- Ability to manage small projects if delegated by upper levels with supervision
- Ability to contribute to the project delivery under minimum supervision
- Good analytical skills

**Experience**
- Minimum of 2-3 years’ experience with secondary diploma or at least one year with graduate degree
- Proven ability to work effectively in a team environment and matrix structure
- Experience of working in non-governmental organization or life sciences company and in a legal environment is highly desirable

**Education**
- CFC d’employée de commerce, Bachelor or graduate degree

**Other Requirements**
- International background
- Excellent English (spoken and written)
- Proficiency in local languages desirable
- Good practice of Microsoft Suite (Word, Excel, Power point, MS Project & Sharepoint an advantage)
- Knowledge of legal/contract management tools

**To apply

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