Executive Assistant (Remote) at Pandemic Action Network

Key Responsibilities
Leadership Support (80%)

• Administrative support for two executive leaders, including but not limited to managing calendars and scheduling a high volume of meetings in a dynamic environment, making travel arrangements, and submitting expense reports
• Managing and balancing workload for two executive leaders across a diversity of priorities and helping her make informed trade-off decisions
• Tracking tasks, deliverables and project deadlines and scheduling time to meet them
• Leading with solutions, identifying options, and providing relevant information when engaging with leadership to help make informed decisions quickly and with confidence
• Engaging with and coordinating among stakeholders (internal and external) who meet with PAN executives
• Supporting meeting and event preparation including agenda setting, internal communication and relevant coordination, tracking action items and follow-up and taking meeting notes when appropriate
• Providing administrative support for meetings, convenings or events and assisting with logistics, preparation, research, and material preparation/dissemination based on PAN style and standards
• Being a prudent/professional, yet affable/approachable gatekeeper — always operating with the utmost discretion
• Having an ear to the ground to surface successes and challenges faced by staff
• Approaching new tasks and responsibilities with care and enthusiasm

Team Priorities Support (20%)

• Helping with meeting administration such as note-taking, monitoring chats, sharing presentations or links to ancillary information
• Supporting the team to ensure timely and accurate record-keeping via PAN’s CRM system
• Administrative and research support for advocacy letters, campaigns, and helping gather contact information
• Contributing to the development, improvement, and implementation of organizational processes
• Be ready to pitch in to fill gaps within our small, committed team to serve PAN priorities

Desired Qualifications

• Minimum of 5 years’ experience in a fast-paced office environment including high-level administrative support with experience managing scheduling and executive priorities
• Proven experience balancing competing priorities and identifying when to escalate an issue
• Proven experience in developing and editing professional communications including emails, briefs, PowerPoint presentations, reports. etc.
• Proficiency with common office tools including Zoom, Microsoft Office, Google docs, Airtable (CRM), and project management tools and/or aptitude and willingness to master new platforms
• Experience working in a global organization across multiple time zones highly advantageous
• Fluency in English — additional language fluency a plus
• Experience working in the NGO sector and/or political advocacy a plus
• Project management skills a plus
• Must have the right to work in home country