Executive Assistant

Job Description

Key Responsibilities:

• Managing the calendars of the President and CEO, including scheduling, prioritization, coordination, and follow-up of appointments
• Organizing national and international travel, including flights, hotels, transfers, itineraries, visa-related coordination, and travel expense preparation
• Preparing and handling correspondence, in particular for the President, including drafting, formatting, sending, filing, and tracking emails and letters
• Drafting and coordinating protocol-sensitive correspondence with the offices of high-level stakeholders, including heads of state and government, ministers, senior UN officials, diplomats, and other senior representatives
• Coordinating internal and external meetings, including invitations, room bookings, catering, technical setup, and logistical preparation
• Supporting the smooth daily operation of the Leadership Office, including document management, contact management, filing, and administrative follow-up
• Acting as a professional and discreet point of contact for representatives from politics, science, civil society, the private sector, international organizations, and diplomatic offices
• Supporting office management tasks, including preparing meeting rooms, ensuring a welcoming office environment, coordinating office supplies, and maintaining shared office infrastructure such as coffee machines and meeting areas
• Assisting with visitor management and ensuring a professional experience for guests, delegations, and business partners
• Supporting selected administrative processes related to the World Health Summit, WHS Regional Meetings, and other WHS formats throughout the year
• Working closely with the Manager Leadership Office and the wider WHS team to ensure efficient workflows and reliable internal coordination

Profil

Required Profile:

• Professional experience in an executive assistance, team assistance, office management, or administrative coordination role
• Excellent organizational skills and the ability to manage multiple tasks, deadlines, and stakeholders at the same time
• Very strong written and spoken English and German, additional languages welcome
• Immaculate discretion, reliability, attention to detail, and professional judgment
• Strong written communication skills and sound judgment in drafting and handling protocol-sensitive correspondence with the offices of high-level stakeholders, including heads of state and government, ministers, senior UN officials, diplomats, and other senior representatives
• Excellent sense of roles, protocols, timing, and appropriate tone in communication with senior national and international stakeholders
• Confident use of Microsoft Office, Microsoft Teams and other digital collaboration tools
• Ability to work independently, proactively, and with a hands-on mentality
• Friendly, calm, and solution-oriented attitude, also in busy periods
• Interest in the field of global health and in working for a mission-driven international organization

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