Executive Assistant

at  CEPI

EDUCATION, EXPERIENCE AND COMPETENCE

This is an opportunity for someone who has a bachelor’s or masters degree, or equivalent work experience, and who can demonstrate:

• Experience working with senior executives, ideally in public health or pharmaceutical research and development (highly desirable)
• Exceptional organizational and planning skills
• Excellent verbal and written communication skills. Fluency in English is a must.
• Well-developed interpersonal skills, able to build trust, credibility and influence quickly internally and externally at all levels
• Ability to thrive in a high tempo team and to adapt at speed in response to a fast-paced and often unpredictable operating environment
• Ability to develop and upskill more junior staff in similar roles, to maximise their effectiveness.
• Outcome-focussed, autonomous, resilient self-starter, with an eagerness to innovate with new ideas and implement/ improve processes
• An analytical and creative thinker with the ability to structure and solve problems
• Proficient in Microsoft Office and IT Systems

TRAVEL AND LOCATION REQUIREMENTS

• This role can be based in London (UK), Oslo (Norway) or in the US
• Travel to other countries &/or regions will be required

ABOUT THE ROLE

The primary objective of this role will be to ensure maximum effectiveness of the Executive Director R&D. To support the Executive Director R&D in prioritising, preparing for, and following up commitments. Acting as a connector between the Executive Director R&D and key internal and external partners. This role reports into the Executive Director R&D based in the USA.

RESPONSIBILITIES

• Prioritise, prepare for, and follow up on the Executive Director R&D’s engagements
• Compose daily briefing pack with itinerary, briefing material, action items, managing time and expectations around commitments.
• Accompany the Executive Director R&D to relevant meetings and minute discussions; take responsibility for recording decisions and ensuring significant outcomes are fed back and acted upon by the relevant stake holders
• Maintain events database, including logging, tracking and delegation of engagements on behalf of the Executive Director R&D’s interactions
• Provide support to the R&D leadership team meetings
• Answering any general queries from the R&D team and externals assisting with communications to them and maintaining electronic filing systems and general record keeping as appropriate
• Develop a strong network of working contacts within CEPI and support effective communications with the Executive Director R&D and between departments
• Managing and coordinating the diary and meeting scheduling for the Executive Director R&D including one to ones, team meetings and larger meetings, registering for conferences etc.
• Managing room, refreshment bookings and video conference details and being the first point of contact for attendees
• Maintain an overview of the R&D Executive Director’s priorities and time commitments, and ensure appropriate linkage to R&D division priorities
• Making and coordinating all travel arrangements, visas and accommodation booking – providing travel packs, itineraries, schedules and compiling expenses and reimbursements as appropriate
• Coordinating logistics for large team events / meetings in association with the Administrative Coordination teams in other offices
• Proactively identify issues that could impact the successful execution of the R&D Executive Director’s commitments and where necessary act as a trouble-shooter in resolving issues
• Work closely with the Head of R&D Events and Admin to develop a community of practice to support the professional development of the Administrative Coordinators within the R&D division, using the EA’s experience to share best practice with this group to ensure maximum effectiveness of the R&D division leadership team.