Responsibilities:
Organize and schedule meetings and teleconferences. Help prepare agendas, take meeting minutes, compile and organize relevant materials, make arrangements for and troubleshoot audio/visual connections, and facilitate post-meeting follow-up.
Coordinate the production of proposals, reports, presentations, abstracts, journal articles, and other documents; assist with graphics, tables, reproducing, binding and assembling, coordinating external and internal reviews, and final submission; using Microsoft Word, Excel, SharePoint and PowerPoint.
Prepare, distribute, and proofread reports, presentations, and other project material, ensuring compliance with PATH document standards as well as those set by external journals and other publications.
Draft correspondence to donors, partners, and collaborators including cover letters, thank-you letters, and general email correspondence.
Translation assistance, including translating documents into/from Spanish (e.g., forms, project correspondence, publications), validating translations of project correspondence, primarily English into Spanish.
Travel planning for team leaders as requested, including coordinating travel arrangements for travelers, liaising with traveler, third party, and Travel Accounting on reimbursement process for travel expense reimbursement, and requesting banking details and required W-9 forms for non-PATH travelers.
Coordinate logistics for local and international conferences, workshops, meetings, and other events including equipment needs, communication tools (videoconference, Skype), catering, travel arrangements, hotel suggestions, taxicabs, and other details for staff and guests.
Create and maintain appropriate records management systems, including filing systems, for project-related information and materials.
Other administrative tasks may include: completing procurement request forms, check requests, meal conference forms, etc., coordinating tasks with other support staff, providing back-up as necessary to other RH program teams in the Seattle office.
Required Experience
A minimum of an associate’s degree plus three years of directly related administrative experience or a bachelor’s degree plus a minimum of one year of directly related administrative experience.
Bachelor’s degree from an accredited university; with a concentration in Global Health, International Development, or related area, a plus.
Excellent verbal and written communication and interpersonal skills. Spanish language skills are strongly preferred.
Excellent computer skills using MS Office Suite required, particularly Word, Excel, PowerPoint and SharePoint. Additional software desired.
Well organized, effective support for multiple individuals, and adaptable to changing priorities.
Must have legal authorization to work in the United States.
Strong organizational skills, high level of attention to detail and effective under deadlines.
Excellent proofreading and editing skills.
Diplomatic at communicating and juggling tasks for multiple teams.
Proven effectiveness working in a team environment with minimal supervision.
Ability to be pro-active and anticipate potential issues.
Self-directed approach balanced with initiative to secure adequate information to complete tasks.
Ability to understand scientific or medical material
