Programs Executive Assistant
Summary:  Executive Assistant to the International Chief Medical Officer (ICMO) and Vice President of International Programs (VPIP). Additionally, this position provides administrative support to members of the International Programs leadership team.

Essential Duties and Responsibilities (include but not limited to)

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Implementing, maintaining and improving the following processes within the Programs department:

Business Management processes to support:

    • Provide day-to-day logistical support, both on a personal and managerial level, to the ICMO and VPIP. Advise on priorities and assist in daily schedule.
    • Delegate & oversee specific tasks and projects on behalf of the ICMO and VPIP
    • Act as an intermediary when the ICMO and/or VPIP are unavailable
    • Respond to individuals needing written communication. Compose documentation when requested by ICMO, ensuring all correspondence is handled in a timely manner. Handle confidential and non-routine information and, when necessary, explain policies, and draft new ones where none exist. Maintain confidentiality at all times
    • Coordinate, create and prepare presentations for reporting purposes, which include programs performance metrics and other data
    • Act as project manager for special projects, which may include planning and coordinating multiple presentations and disseminating information

Administrative Support:

    • Coordinate and arrange travel, accommodation, paperwork, insurance, visas, etc. for the ICMO and International Programs leadership as required
    • Assist with financial reconciliations, cash & credit card payments, advances, and/or cheque vouchers with Accounting/Finance Department. Process expenses for ICMO and VPIP through Certify and Purchase Orders.
    • Record, prepare and disseminate meeting minutes for ICMO and IP leadership meetings as required
    • Draft general correspondences, memos, charts, tables, graphs, etc. Proofread for spelling, grammar and layout, making appropriate changes as needed and support with blog writing, social media
    • Coordinate departmental activities, including community, departmental, and interdepartmental meetings
    • Coordinate operational tasks for the office such as equipment maintenance, ordering supplies, mail, and shipping
    • Coordinate semi-monthly time entry for the department 

Document Management Support

    • Standardized and consistent documentation within Navigator intranet system
    • Ensure that programmatic documentation, including policies, procedures, and supporting documents are updated and relevant
    • Maintain IP organization structure charts
    • Other duties as assigned


Qualifications (Knowledge, Skills, Abilities, and Requirements)

The requirements listed below are representative of the knowledge, skill, and/or ability required:

    • Able to represent the ICMO and VPIP effectively with discretion, diplomacy and independent judgement. Must possess high level of interpersonal skills to handle sensitive and confidential situations
    • Highly competent in computer skills with