About Pandemic Action Network
Pandemic Action Network drives collective action to ensure the world is prepared to respond to outbreaks and prevent the next pandemic. The Network consists of more than 400 partners across sectors and geographies working to build and sustain political will, enact policies, and mobilize the resources necessary to ensure that the lessons from the COVID-19 crisis translate into a future where humanity is better prepared to deal with emerging infectious disease outbreaks and stop a deadly and costly pandemic from happening again.
Position Information
Job Title: Executive Assistant to the Executive Director
Job Location: London, U.K. (remote work)
Contract Term & Time Allocation: FTE
Contract Duration: Indefinite
Supervisor Name & Title: Eloise Todd, Executive Director and Co-founder, Pandemic Action Network
Position Summary
Pandemic Action Network (PAN) is seeking an experienced Executive Assistant to provide comprehensive support to our Executive Director, based in Brussels.
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 the Executive Director’s 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 of the Executive Director’s schedule, 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.
Key Responsibilities
Leadership Support (80%)
- Administrative support for the Executive Director, 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 the Executive Director 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 the Executive Director to help her make informed decisions quickly and with confidence
- Engaging with and coordinating among stakeholders (internal and external) who meet with the Executive Director
- 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