Executive Assistant

Pandemic Action Network (PAN) is seeking an experienced Executive Assistant to provide comprehensive support to two of our executives, based in Brussels and in Nairobi respectively.

This is a role for a well-organized, detail and relationship-oriented person with a passion for managing complexity in a highly dynamic political advocacy environment. This role will manage executive leaders’ day-to-day activities, ensuring efficiency, and fostering effective communication with key stakeholders and partners as well as across all levels of our global remote team. This role will be the gatekeeper for two primary executive leaders’ schedules, managing calendars across competing priorities, scheduling meetings and time to complete tasks, managing communication and confirming appointments with stakeholders, drafting itineraries and background memos for engagements, managing logistics of events, and arranging travel when necessary.

This role is ideal for someone who thrives in a fast-paced international environment, someone who is a natural problem-solver and doer with an aptitude for managing up and laterally to ensure that “balls do not drop”. No coaching necessary on the basics — the ideal candidate will have already mastered them, but will be hungry for exposure and experience in all aspects of the organization. This role will have the opportunity to work on a variety of exciting projects and initiatives in support of the Executive Director, Africa Director and in coordination with other team members.

• 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, located in the U.K. (London area a plus) or in Nairobi, Kenya

• 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