Overview
Administrative Associate Jobs in New York City Metropolitan Area at IAVI
Title: Administrative Associate
Company: IAVI
Location: New York City Metropolitan Area
As an organization whose mission is to translate science into global public health impact, working on vaccines and therapeutics, IAVI has a vaccine policy which states that subject to applicable law, we require all U.S. and Puerto Rico based employees to be vaccinated for COVID-19, unless they have an approved medical or religious exemption or accommodation. We are committed to supporting our employees during this process as we work to ensure a safe and healthy work environment.
Position Description
Job Title:Administrative Associate
Location:New York, NY
Reports to:Senior Director, Operational Excellence
Position Summary:
IAVI is seeking an Administrative Associate who will provide administrative support to members of IAVI’s Leadership Team. As IAVI is growing and expanding both in size and programmatic area, the organization is strengthening its administrative function to ensure that a strong pool of associates is available to support the organization’s administrative needs. The successful candidate must be detail-oriented, organized and enjoy working within an entrepreneurial environment that is mission-driven and results-driven. The ideal individual will have the ability to exercise sound judgment in a variety of situations, a high level of cultural sensitivity and awareness, with strong written and verbal communication, administrative, and organizational skills.
Key Responsibilities:
Manage calendars, including scheduling global in-person and virtual meetings with internal and external parties.
Ensure timely completion of expense reports.
Manage international and domestic travel and develop detailed itineraries.
Support development and management of departmental budgets.
Manage logistics for in-person or virtual meetings with internal and external parties.
Complete routine administrative tasks (copies, fax, supplies).
Manage departmental meetings (agendas and minutes).
Assist in the management of consultants: process contracts, manage consultancy budgets, invoices, and expense reimbursements.
Format departmental presentations for meetings with stakeholders, conferences, the Board of Directors, and senior management meetings.
Maintain electronic and hard copy files of communications, Share Point site/folders and shared drives; act as owner/coordinator of the departmental SharePoint presence.
Perform other tasks as assigned by the manager.
Education and Work Experience:
Bachelor’s degree is required.
2 years of administrative work experience is required.
Qualifications and Skills:
Strong organizational and time management skills are required.
Excellent verbal, written, and presentation skills are required.
Excellent attention to detail is required.
Ability to maintain confidential information is required.
Ability to handle evolving priorities and ambiguity is required.
Ability to work independently and as a team member while handling multiple projects with minimal supervision.
Ability to be proactive, follow up, and prioritize is required.
Ability to actively listen while having a good balance of self-assurance is required.
Ability to exercise discretion and independent judgment is required.
Proficiency in MS Office Package – especially Outlook (email/calendar), Microsoft Word, Microsoft Excel (tracking changes/legal black line), PowerPoint, Teams, and SharePoint is required.
Strong interpersonal skills and the ability to work collaboratively with colleagues from …
