Executive Assistant

TITLE: Executive Assistant

LOCATION: Washington, D.C.

REPORTS TO: Director of Operations and Compliance

Friends of the Global Fight is an advocacy organization that works to increase U.S. support for the Global Fund, the world’s largest public health funder, and support broader efforts to end the HIV/AIDS, tuberculosis and malaria epidemics. We work closely with Global Fund staff in Geneva and a network of advocacy partners in the United States.

This individual will assist the president/CEO with all admin-related tasks. In addition, the selected candidate will work with the Chief Operations and Compliance officer (COCO) and the Director of Operations and Compliance (DOC) on selected tasks.

Responsibilities

The Executive Assistant’s (EA) primary responsibility is to work with the President / CEO on daily administrative duties. The EA will also complete various administrative tasks, including managing an active calendar of appointments, completing expense reports, composing and preparing correspondence, and arranging complex and detailed travel plans, itineraries, and agendas.

Specific responsibilities include:

  • Maintain confidentiality on all tasks
  • Pick a mutual day/time each week for a discussion with the President/CEO to go over his calendar for the upcoming week
  • Be proactive – look for ways to make the President/CEO more efficient
  • Update and renew Friend’s database at the Charity Navigator and Candid/GuideStar website
  • Planning and executing meetings via Zoom, Teams, or Doodle Poll
  • Sending electronic correspondence with guidance from the President/CEO
  • Assist with research tasks as needed
  • Travel arrangements for the President/CEO and other staff members as needed.

Work with the Chief Operations and Compliance Office (COCO)

  • Intern Program Coordinator (working with Policy Director and Communication Manager)
  • Manage all IT issues for the team
  • Manage the Personal Time Off (PTO) spreadsheet for all employees
  • Assisting with event planning for all organization’s events
  • Help all staff on an as-needed basis (prioritizing tasks with DOC)
  • Assisting with HR-related tasks
  • Manage sub-tenants on an as-needed basis
  • Sending/receiving all mail and other correspondence as needed
  • Become an authorized notary for the organization for all necessary documents

Work with the Director of Operations and Compliance (DOC)

  • Preparation of monthly credit card reconciliation
  • Payment Processing- Submits invoices for payment in Bill.com
  • Expense Management: Collecting expenses receipts, categorizing and coding them accordingly
  • Work with our external compliance team to ensure state registrations are up to date
  • Record Keeping: Maintaining organized financial records, filing invoices and receipts.
  • Manage all other operations and compliance duties as necessary
  • Order and track all office supplies and inventory as requested.
  • Manage the maintenance of all office Equipment.
  • Update the monthly Lobby and H -Election report spreadsheet

Knowledge, Skills, and Abilities

  • Calendar and Email Management
  • Attention to detail
  • Impeccable organizational skills.
  • Good Communication skills
  • Information Technology skills (Zoom, Microsoft Teams, Webex, etc.)
  • Strong time management skills and the ability to juggle multiple short and long-term assignments
  • Self-directed, with the capacity to work independently and as part of a team
  • Demonstrated ability to take initiative and have a drive for positive results
  • Can-do spirit and flexibility to creatively solve problems as they arise

Required Education and Experience

  • Bachelor’s degree or AA degree
  • At least 5-7 years of relevant administrative experience is preferred. However, candidates with less experience but at least 3 years of professional executive experience will be considered.

All Friends staff work in a hybrid environment. Depending on the organization’s needs, this position requires working three days a week in person in Washington, DC.

How to Apply

Please send an email (with a cover letter, resume, and writing samples) titled “Executive Assistant” to [email protected]. No phone calls, please.

Compensation:  Salary is competitive and depends on qualifications with an additional competitive benefits package. Friends U.S. is an equal-opportunity employer.