Executive Assistant

Management Sciences for Health is seeking for the Executive Assistant to support the US Government-funded Health Systems strengthening project in Ukraine. Assistant provides comprehensive administrative and coordination support to the Project Country Director and the project team. The position supports effective day-to-day project operations through scheduling and meeting coordination, correspondence and document management, travel and event logistics, maintenance of project records and trackers, and liaison with internal and external counterparts. The Executive Assistant ensures that administrative processes are carried out efficiently and in accordance with MSH policies, procedures, and applicable project requirements.

MAIN DUTIES AND RESPONSIBILITIES

1. Executive support to the Project Country Director

• Manage the Project Country Director’s calendar, meeting schedule, invitations, and appointments.
• Prepare meeting agendas, briefing packages, background materials, and other supporting documents as requested.
• Take meeting notes and maintain records of agreed actions when requested by the Project Country Director.
• Draft and format routine correspondence, letters, presentations, talking points, and other materials for the Project Country Director.
• Assist in collecting technical inputs and supporting materials from relevant team members, as requested by the Project Country Director.
• Support communication and scheduling with MSH HQ, government counterparts, project partners, and other stakeholders.
• Assist the Project Country Director with day-to-day administrative arrangements and other routine support needs.

2. Travel, meetings, and event logistics support and coordination

• Coordinate logistical arrangements for project meetings, workshops, conferences, and other events.
• Coordinate with travel and event service providers and support preparation of required travel documentation.
• Arrange transportation, accommodation, and other logistics for national and international business travel.
• Coordinate local transportation, including corporate taxi services where applicable.
• Support visiting MSH staff, consultants, and partners with travel logistics, meeting schedules, and practical arrangements.
• Assist with preparation of participant lists, meeting materials, venues, and other logistical requirements for project events.

3. Project administration and document support

• Support preparation, formatting, routing, signature, filing, and archiving of project administrative documents.
• Maintain organized electronic folders, shared drives, contact lists, and other administrative records.
• Keep routine administrative trackers and reference materials up to date.
• Support preparation and processing of administrative forms, requests, approvals, and supporting documentation.
• Assist with compiling documents and information requested for project reviews, reporting processes, or internal administrative purposes.
• Support document circulation and administrative coordination between the project team and MSH HQ.

QUALIFICATIONS

REQUIRED EDUCATION

Required: Degree in Administration, Business Administration, Management, or another relevant field.
Preferred: Additional training in office administration, project coordination, or related areas.

REQUIRED EXPERIENCE

Required: 2-3 years of relevant experience in an administrative assistant, project assistant, executive assistant, or similar role.

Preferred: Experience working with an international development organization, donor-funded project, NGO, or international company.

KNOWLEDGE AND SKILLS

• Strong administrative, organizational, and written and verbal communication skills.
• Excellent attention to detail and ability to manage multiple tasks, priorities, and deadlines.
• Ability to coordinate meetings, maintain schedules, prepare materials, track follow-up actions, and manage correspondence and documentation.
• Strong interpersonal skills and ability to interact professionally with government counterparts, partners, vendors, visitors, and colleagues at different levels.
• Ability to work independently, take initiative, exercise sound judgment, and handle sensitive information with discretion.
• Strong computer skills, including Microsoft Outlook, Word, Excel, PowerPoint and other collaboration tools.
• Fluency in Ukrainian required; English at Upper Intermediate level or above.

COMPETENCIES

Ethical practice, confidentiality, relationship management, communication, planning and organization, attention to detail, problem solving, adaptability, teamwork, and timely decision making.

MSH is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws. MSH complies with Section 503 of the Rehabilitation Act, Section 4212 of the Vietnam Era Readjustment Assistance Act, as amended, and all related applicable regulations.

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