Administrative Associate, Global Operations & Strategic Initiatives

About the role

The Administrative Associate provides comprehensive administrative support to the Senior Vice President (SVP), Global Planning, Operations and Strategic Initiatives and the Global Enterprise Integration (GEI) and International Offices Divisions.

Responsibilities

• Calendar Management - Proactively manage, maintain, and optimize the daily calendar of the SVP, Global Planning, Operations and Strategic Initiatives. Evaluate the priority of meeting requests, resolve scheduling conflicts smoothly, and safeguard the SVP's time to ensure alignment with strategic priorities.
• Travel Planning & Trip Preparation - Coordinate comprehensive domestic and international travel logistics, including flights, lodging, local transit, and expense reimbursement requests. Develop detailed, seamless itineraries and compile necessary briefing materials, background documentation, and visas prior to departure.
• Divisional Budget Management - Support management of the budget for the Global Enterprise Integration division and processes related to budgets of International Offices. Track expenses, process invoices, monitor monthly variances, and coordinate with the Finance Department to ensure accurate allocation and fiscal responsibility.
• Knowledge Management and Document Control - Maintain and organize a repository for core divisional documents, reports, and critical milestones, supporting the division's broader knowledge management practices, e.g. maintaining the Divisional sharepoint site. Ensure all team deliverables and institutional knowledge are tracked, filed, and easily accessible to relevant internal stakeholders while strictly maintaining the confidentiality of sensitive data. Support the ongoing evolution of the division's knowledge management systems and practices, including contributing to initiatives such as Vital Pulse 2.0.
• Meeting Planning and Management - Lead the coordination of regular divisional meetings, managing room bookings, technical setups, and attendee invites. Collaborate with the SVP to draft structured agendas, collate presentation decks, distribute material packs in advance, and log clear action points for post-meeting follow-up.
• Team Support - Support onboarding logistics for new GEI Division hires, including liaising with HR, welcome scheduling, and system access and equipment coordination. Manage and coordinate procurement processes (e.g., consultant contracts, vendor agreements) on behalf of the Division
• Provide ad hoc backup support to the Office of the President, covering essential administrative functions in the Executive Assistant's absence, as coordinated with the Chief of Staff.
• Provide ad hoc administrative support for the Office of Global Innovation.
• Perform other duties as assigned, consistent with the scope and level of this role.

Qualifications

• Education - Bachelor’s degree preferred
• Skills And Abilities - Excellent organizational, time management skills and attention to detail; Proven ability to manage multiple ongoing tasks; Strong interpersonal skills with the ability to work with remote members of the team; Ability to prioritize tasks and work efficiently; Demonstrated sensitivity in handling confidential information; Comfort and curiosity in adopting AI and emerging productivity tools to enhance administrative efficiency; Excellent computer skills; proficient user of Microsoft Office suite; Willingness and ability to work across different time zones; A global outlook with a keen interest in current global affairs; Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment; Comfortable liaising with senior executives, international staff and external vendors on behalf of the division.
• Experience: Required - Minimum three years of professional work experience Preferred - At least one year of working experience in public health with an international non-profit; Experience working collaboratively and remotely with internal and external team members to provide administrative support in a timely manner; Experience working with senior management and with sensitive information; Recent experience using platforms such as Monday and Microsoft Teams.