Executive & Administrative Assistant

New York, USA
[Closing date: 2 February 2018]
                                                                 

    

Drugs for Neglected Diseases initiative (DNDi) is a collaborative, patients’ needs-driven, non-profit drug research and development (R&D) organization that is developing new treatments for Neglected Diseases (www.dndi.org)

DNDi focuses on discovering and developing treatments for sleeping sickness (human African trypanosomiasis), Chagas disease, leishmaniasis, filarial infections, paediatric HIV, mycetoma, and hepatitis C. In 2016, in collaboration with the World Health Organization, DNDi launched the Global Antibiotic Research and Development Partnership, a not-for-profit research and development organization to develop new antibiotic treatments addressing antimicrobial resistance and to promote their responsible use for optimal conservation, while ensuring equitable access for all.

Since its inception, DNDi has developed seven new treatments for neglected patients for malaria, sleeping sickness, visceral leishmaniasis, Chagas disease, paediatric HIV with several new drug candidates in the R&D pipeline including two for sleeping sickness. Our objective is to deliver 16 to 18 new treatments by 2023, ensure equitable access to these treatments, and build a robust pipeline of new drug candidates

After 13 years of sustained growth, DNDi has built a team of approximately 200 full-time employees working across nine offices (Geneva, Rio de Janeiro, Kinshasa, Nairobi, New Delhi and Patna (India), Kuala Lumpur, New York and Tokyo).

In 2008, DNDi opened an affiliate office in New York City to serve as the headquarters for DNDi North America. A registered 501(c)(3) non-profit, DNDi North America works to strengthen and expand scientific, policy advocacy, partner development, communications, and in particular, fundraising efforts in the region to enhance DNDi’s global impact. The office operates under the direction of the DNDi North America Board of Directors.

 

Purpose of the position

The Executive & Administrative Assistant position is a full-time position supporting all aspects of the DNDi North America office, including executive direction,  R&D and access support, policy and advocacy, private and public fundraising, communications, human resource management and administration, and finance activities. The position requires an independent self-starter eager to provide cross-office and DNDi NA Board of Directors support, coordinate with other DNDi offices (Geneva, regional offices, liaison/project offices, etc.), and manage high-level correspondence with external actors and partners, undertaking a broad variety of responsibilities in collaboration with a small team of individuals committed to medical innovation and access to medicines issues.

 

Main tasks and responsibilities

Executive administration (40%)

  • Anticipate administrative needs of the Regional Executive Director and addresse those needs proactively
  • Draft high-level ‘business correspondence’ and keep track of, prioritize, and monitor meetings with policy, access, advocacy, fundraising, and R&D contacts as well as other items and tasks to be handled by the Regional Executive Director
  • Maintain calendar and schedule meetings for the Regional Executive Director and other senior managers, as needed, as well as regular team meetings and strategic planning retreats
  • Schedule and assist with preparation and follow-up of DNDi NA Board of Directors meetings, including taking minutes, convening Board committee meetings, etc.
  • Serve as the point of contact for DNDi NA for planning travel, accommodation, etc. for DNDi staff and Board members
  • Maintain active links with other executive/office assistants and managers to maximize internal coordination and facilitiate internal planning

Office management (20%)

  • Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies
  • Coordinate IT, videoconference, telecommunications, and other support as needed
  • Maintain shared office calendar
  • Answer phones, process mail, and other general administrative tasks

Fundraising & communications administration (40%)

Fundraising
  • Maintain accurate and up-to-date records in the Salesforce database, process gifts and acknowledgment letters, and produce a variety of reports (including mailing lists and giving reports)
  • Conduct prospect research for individuals, foundations, and public funding agencies and develop information/materials required for building donor outreach, cultivation and solicitation strategies
  • Coordinate large mailings and e-mail blasts to donors and prospects using the Salesforce database and the Mailchimp email marketing system
  • Assist in the development of printed and digital communications tools for major fundraising activities, such as donor presentations, event invitations, project outlines, donor solicitation cards, etc.
  • Assist with the logistics of cultivation, fundraising and stewardship events
  • Assist with maintenance of calendars, scheduling both donor and staff meetings, tracking expenses, and taking minutes during meetings
Communication
  • Support, as needed, preparation and coordination of logistics (registrations, booth space, meeting rooms, set-up/breakdown), materials (brochures, meeting notices, agendas, handouts, printing), and staffing (DNDi NA and international staff/interns) for conferences and meetings
  • Support communications team, as needed, including managing inventory of DNDi NA materials, document production and printing, etc.

Reporting line

  • S/he reports to the Regional Executive Director

Interactions

  • S/he works with entire DNDi NA team, other executive/office assistants and managers in other DNDi offices, and with disease initiatives and departments, as needed. S/he maintains relationships with several organizational units including some outside DNDi, projecting image of a reliable service provider or partner.

 

Job requirements

Skills and attributes

  • Well organized and structured with a keen kbility to use initiative, prioritize, multi-task, and works well under pressure to meet deadlines
  • Clear and systematic analytical thinking that demonstrates good judgment and problem solving competencies
  • Excellent organizational, interpersonal, and communication skills in multicultural, multi-lingual environments
  • Ability to work effectively as part of a multicultural team
  • Ability to manage small projects if delegated
  • Ability to supervise interns and volunteers
  • Genuine commitment to global health, scientific research, medical innovation, and/or access to medicines issues

Experience

  • 3-5 years of professional experience in executive administration or office management, preferably in a not-for-profit international NGO or research/science organization
  • Proven ability to work effectively in a team environment and matrix structure

Education

  • Bachelor’s degree, or equivalent combination of education and experience

Other requirements

  • Fluency in English required; Spanish desired, French a plus
  • Good knowledge of Microsoft Office Suite

Other information

  • Status: Full time

 

To apply

  • Deadline for application: Accepting applications until 2 February 2018
  • Only shortlisted candidates will be contacted.