Executive Assistant (Short Term)

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    "url": "https://careers-chai.icims.com/jobs/15418/executive-assistant-%28short-term%29/job",
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    "title": "Executive Assistant (Short Term)",
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    "datePosted": "2026-06-22T04:00:00.000Z",
    "description": "<h2>Overview</h2>\n<p>The Clinton Health Access Initiative, Inc. (CHAI) is a global health organization committed to our mission of saving lives and reducing the burden of disease in low-and middle-income countries. We work at the invitation of governments to support them and the private sector to create and sustain high-quality health systems.</p>\n<p> </p>\n<p>CHAI was founded in 2002 in response to the HIV/AIDS epidemic, with the goal of dramatically reducing the price of life-saving drugs and increasing access to these medicines in the countries with the highest burden of the disease. Over the following two decades, CHAI has expanded its focus. Today, along with HIV, we work with our partners to prevent and treat infectious diseases such as COVID-19, malaria, tuberculosis, and hepatitis. Our work has also expanded into cancer, diabetes, hypertension, and other non-communicable diseases, and we work to accelerate the rollout of lifesaving vaccines, reduce maternal and child mortality, combat chronic malnutrition, and increase access to assistive technology. We are investing in horizontal approaches to strengthen health systems through programs in human resources for health, digital health, and health financing. With each new and innovative program, our strategy is grounded in maximizing sustainable impact at scale, ensuring that governments lead the solutions, that programs are designed to scale nationally, and learnings are shared globally.</p>\n<p> </p>\n<p>At CHAI, our people are our greatest asset, and none of this work would be possible without their talent, time, dedication, and passion for our mission and values. We are a highly diverse team of enthusiastic individuals across 40 countries with a broad range of skill sets and life experiences. CHAI is deeply grounded in the countries we work in, with the majority of our staff based in program countries. Learn more about our exciting work: http://www.clintonhealthaccess.org</p>\n<p> </p>\n<p><em>CHAI is an Equal Opportunity Employer, and is committed to providing an environment of fairness, and mutual respect where all applicants have access to equal employment opportunities. CHAI values diversity and inclusion, and recognizes that our mission is best advanced by the leadership and contributions of people with diverse experience, backgrounds, and culture.</em></p>\n<p> </p>\n<p><strong>Position Overview</strong></p>\n<p> </p>\n<p>CHAI is seeking an Executive Assistant to support a small group of senior leaders within global operations. This is a shared role supporting three executives, and at its core is reliability: owning a system that tracks requests and commitment through to completion so that nothing is dropped and nothing has to be chased. Beyond day-to-day scheduling and administration, success is defined by follow-through, clear prioritization when the three leaders’ demands compete, and proactive communication when a timeline is at risk. The role is fully remote and will require strong self-management, clear communication, and the ability to juggle competing priorities across multiple stakeholders.</p>\n<p> </p>\n<p>This role is initially structured as a 3-month engagement, with the possibility of extension to a longer-term arrangement based on organisational needs and the candidate's contributions.</p>\n<h2>Responsibilities</h2>\n<p><em>Reliability and Shared Process</em></p>\n<ul>\n <li>Build and own a shared process, jointly with the three leaders, that captures requests and commitment and tracks it through to completion (a shared task list is one example of the underlying tooling, not the goal in itself)</li>\n <li>Run a regular review of open and completed items with the leaders, so priorities stay explicit and no commitment resurfaces without being acknowledged</li>\n <li>Own commitments end to end: drive them to completion, and raise any slip early with a revised plan rather than waiting to be asked</li>\n</ul>\n<p><em>Calendar Management and Scheduling</em></p>\n<ul>\n <li>Manage and coordinate calendars for three senior leaders, proactively resolving conflicts and prioritising based on their respective needs</li>\n <li>Schedule internal and external meetings, including those requiring coordination with partners, government stakeholders, and counterparts across multiple time zones</li>\n <li>Prepare comprehensive trip itineraries, ensuring all meetings, logistics, and key information are consolidated and ready in advance of travel</li>\n <li>Anticipate scheduling needs and act without waiting to be asked</li>\n <li>Protect designated focus and priority time, and push back on low-value or oversized meeting requests rather than simply accommodating them</li>\n</ul>\n<p><em>Finance and Administration</em></p>\n<ul>\n <li>Track receipts and prepare and submit expense reports accurately and on time on behalf of supported executives</li>\n <li>Process invoice payments and ensure financial administrative tasks are completed to a high standard</li>\n <li>Maintain accurate records and support general administrative tasks as needed</li>\n</ul>\n<p><em>Stakeholder Coordination</em></p>\n<ul>\n <li>Act as a reliable and professional point of contact for internal and external stakeholders on behalf of supported leaders</li>\n <li>Coordinate logistics for large multi-stakeholder meetings and calls, including across international country teams</li>\n <li>Manage correspondence and follow-ups with discretion, ensuring nothing falls through the cracks</li>\n <li>Acknowledge requests promptly and keep stakeholders updated on status, escalating early when something is at risk</li>\n</ul>\n<h2>Qualifications</h2>\n<ul>\n <li>Bachelor's degree plus 3–5 years of relevant executive or senior administrative support experience</li>\n <li>Demonstrated experience supporting multiple senior executives simultaneously, with a consistent track record of delivery</li>\n <li>Track record of building and maintaining systems that keep work organised and visible to others, and of following through on commitments without being chased</li>\n <li>Highly motivated to work independently, self-manage, and seek resolutions with limited oversight; when something goes wrong, owns it, fixes the underlying process so it cannot recur, and escalates early rather than re-promising without a change</li>\n <li>Detail-oriented with strong organisational skills and the ability to manage competing demands across multiple stakeholders</li>\n <li>Ability to manage sensitive information and communications with discretion and sound judgement</li>\n <li>Strong written and verbal communication skills, with a professional approach to correspondence at all levels</li>\n <li>Proven ability to work efficiently in a fast-paced, remote environment</li>\n <li>High proficiency with Microsoft Office Suite and Google Workspace; familiarity with expense and scheduling platforms a plus</li>\n <li>Previous experience working with a decentralised or international team is highly desirable</li>\n <li>Deep understanding and commitment to CHAI's mission, culture, and values; ability to represent CHAI with professionalism both internally and externally</li>\n</ul>\n<p><strong>How Success Is Measured</strong></p>\n<p>Requests are acknowledged quickly and closed reliably. Slips are rare, flagged early, and met with a fix to the underlying process rather than a repeated promise. In short, the leaders rarely have to ask twice.</p>\n<p><em>This role is well-suited to someone who takes genuine pride in making others' working lives easier, follows through without needing to be chased, and understands that the value of great executive support lies in what never has to be asked twice.</em></p>\n<p> </p>\n<p>#jobreference2 #region1</p>",
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