Executive Office Assistant

Geneva, Switzerland 
[Closing date: 25 February 2020
]

 

The 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.

In a context of sustained growth, DNDi is pursuing its organizational development, and has established an Executive Office as a platform for overall Executive and Governance coordination and decision-making. DNDi is managed by its Executive Director (ED) and an Executive Team that is comprised of DNDi‘s Operations Director, R&D Director, External Affairs Director, NTD Director, HIV/HCV Director, and the International Development Director. They meet on a weekly basis.  

 

Purpose of the position

The Executive Office Assistant is an active part of the highly collaborative Executive Office Team which supports the Executive Team, the Leadership, the governance, and the DNDi-GARDP collaboration agreement. The Executive Office Assistant has a direct reporting line to the Executive Office Senior Manager and supports the NTD Director, the Medical Director, and the Operations Director. The Executive Office Assistant has frequent interaction with all of the Directors in the organization and maintains active links with other executive/office assistants and managers to maximize coordination and collaboration. The individual will frequently deal directly with external organizations and very senior individuals. The position requires an enthusiastic self-starter eager to work in a fast-paced, dynamic office. The role can be busy and demanding and the Executive Office Assistant needs to be very organized, able to handle a high workload, and have the ability to prioritize and arbitrate tasks. The role coordinates with the global DNDi team and undertakes a broad variety of responsibilities in collaboration with a team of individuals committed to medical innovation and access to medicines issues.

 

Specific job responsibilities

Support to the NTD Director (50%)

  • Offers administrative support, including:
    • Coordinating travels (via the Travel Officer), conference registrations, preparation of travel agenda, and supporting documents
    • Organizing meetings, maintaining and updating her agenda, arranging logistic support for meetings as required
    • Organizing expense claims
  • Coordinates the organization of monthly team meetings, including scheduling the meetings, arranging logistics, drafting the agenda, preparing and updating the slides, taking notes, and ensuring follow-up on action points
  • Acts as a link between the NTD Director, NTD Initiative, and the Executive Office
    • Collaborates with the NTD Initiative to maximize internal coordination and to ensure the flow of relevant information between the Executive Office and the NTD Initiative
    • Coordinates with the NTD Initiative to facilitate internal planning
    • Works, as needed, on various Executive Office projects in relation to the Initiative

Support to the Operations Director (25%)

  • Offers administrative support, including:
    • Coordinating travels (via the Travel Officer), conference registrations, preparation of travel agenda, and supporting documents
    • Organizing meetings, maintaining and updating his agenda, arranging logistic support for meetings as required
    • Organizing expense claims
  • Prepare and edit communications, mails, letters, presentations, and other documents
  • Contributes to central projects as relate to the Operations Director and team
  • Acts as a link between the Operations Director and the Executive Office
    • Collaborates with the Operations Director to maximize internal coordination and to ensure the flow of relevant information between the Executive Office and the Operations department
    • Coordinates with the Operations Director to facilitate internal planning
    • Works, as needed, on various Executive Office projects in relation to the Initiative

Support to the Medical Director (25%)

  • Offers administrative support, including:
    • Organizing meetings and training, maintaining and updating her agenda, arranging logistic support for meetings as required; and
    • Organizing expense claims
  • Prepare and edit communications, mails, letters, presentations, contracts, training attendance logs, and other documents
  • Contributes to central projects as related to the Medical Director and team, including supporting the Medical Director’s budget management
  • Acts as the link between the Medical Director and the Executive Office
    • Collaborates with Medical Affairs to maximize internal coordination and to ensure the flow of relevant information between the Executive Office and Medical Affairs
    • Coordinates with Medical Affairs to facilitate internal planning
    • Works, as needed, on various Executive Office projects in relation to the Medical Director

 

Reporting line

  • S/he reports to the Executive Office Manager
  • Works closely with the NTD Director, Operations Director, Medical Director, and the members of the Executive Office team

 

Job requirements

Skills and attributes

  • Excellent organizational, planning and IT skills.  Structured, thorough approach to work, with a keen ability to use initiative, prioritize, and multi-task.
  • Excellent attention to detail, clear thinking and ability to understand and connect elements of tasks and appropriately follow-up to ensure tasks are fully completed.
  • Works well under pressure, flexible, can adjust priorities and meet deadlines in a busy, multicultural, multi-lingual, environment.
  • 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
  • Good analytical skills
  • Ability to contribute to the project delivery under supervision
  • Ability to manage small projects if delegated by upper levels with close supervision
  • Ability to supervise an Intern or Apprentice

Experience

  • Over 3 years’ relevant experience
  • Proven ability to work effectively in a multicultural team environment
  • Experience exercising discretion and confidentiality with sensitive company information

Education

  • Graduate university degree, Masters is a plus

Other requirements

  • Fluency in English
  • Proficiency in French desirable
  • Excellent knowledge of Microsoft Office suite, including PowerPoint, strong formatting skills on Word, knowledge of SharePoint and Salesforce an advantage (or willingness to learn)
  • Some knowledge of neglected tropical diseases and of clinical studies/clinical trials an advantage

 

Other information

  • Status: full time – permanent role

 

To apply

  • Deadline for application: Accepting applications until 25 February 2020
  • Only shortlisted candidates will be contacted 
  • Application submission for this position may close early if we have enough suitable applicants