Executive & Administrative Assistant

New York, USA
[Closing date: 14 April
2019]

 

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 was born out of the frustration of medical teams working with Doctors Without Borders/Médecins Sans Frontières (MSF) who were increasingly unable to treat their patients because the medicines they were using were ineffective, toxic, or no longer produced. MSF committed a portion of its 1999 Nobel Peace Prize funds to develop a new model for R&D for neglected diseases and joined forces with the Oswaldo Cruz Foundation from Brazil, Indian Council of Medical Research, Kenya Medical Research Institute, Ministry of Health of Malaysia, and the Institute Pasteur of France to create DNDi in 2003. To date, DNDi has delivered eight new treatments or therapeutic advances that are already in the hands of millions of patients.

Headquartered in Geneva, Switzerland, DNDi also has offices in Brazil, Democratic Republic of Congo, India, Japan, Kenya, Malaysia, South Africa, and the US. 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.

 

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 North America Board of Directors support, coordinate with other DNDi offices (Geneva, regional 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 address 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
  • Maintain active links with other executive/office assistants and managers to maximize internal coordination and facilitate internal planning
  • Maintain accurate and up-to-date records in the Salesforce database pertaining to the Regional Executive Director’s contacts

Special projects & events (30%)

  • Provide logistical support for conferences and meetings, including attendee registration and tracking, room setup/breakdown, preparation of print materials, catering, and technology needs
  • Ensure registration and appropriate DNDi representation at key policy meetings (e.g. UN Civil Society Hearings, policy roundtables, etc.)
  • Serve as the point of contact for DNDi North America for planning travel, accommodation, agendas, etc. for DNDi staff and Board members, including international staff
  • Provide support for public and private fundraising via prospect research and additional projects, as needed
  • Maintain compliance documentation for DNDi North America together with Senior Finance Control Officer

Office management (20%)

  • Oversee North America office-specific budget, with support from Senior Finance Control Officer
  • Maintain office supplies inventory by checking stock to determine inventory level; 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

Board liaison (10%)

  • Schedule and assist with preparation and follow-up of DNDi North America Board of Directors meetings, including taking minutes, convening Board committee meetings, etc.
  • Support DNDi North America Board of Directors in its efforts to promote due diligence by liaising with legal counsel and drafting documents as needed, in close coordination with the Regional Executive Director and the Board Chair

 

Job requirements

Skills and attributes

  • Well organized and structured with a keen ability 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 special projects if/when delegated
  • Ability to supervise interns and volunteers
  • Genuine commitment to global health, scientific research, medical innovation, and/or access to medicines issues

Experience

  • Minimum of 3 years of professional experience 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
  • Good knowledge of Salesforce database preferred

 

Interactions

  • S/he works with entire DNDi North America 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.

 

Other information

  • Status: full time

 

To apply

  • Deadline for application: Accepting applications until 14 April 2019
  • Only shortlisted candidates will be contacted