Department: Admin/Operations

Executive Assistant

Summary:

Provides administrative assistance to several departments, with approximately 50% of time dedicated to supporting Market Access and 50% of time to External Affairs.

Position description:

  • Provide input to briefings and research on individuals and organizations that are new and will be met by EA and/or MA staff as well as SMT members. Collect data and create basic overviews of information on policy topics relevant to TBA advocacy areas either as short briefs or PPT presentations
  • Create and maintain an organizational database with contacts, briefings and contact information. Maintain/update Contacts list for Director level and above.
  • Maintain/update External Affairs and Market Access tracker and shared calendars
  • Maintain/update the Market Access Databases
  • Keep track of, update, analyze and circulate access related information from public or paid databases
  • Schedule meetings/conference calls (including regular team meetings) and ensure required materials are prepared and distributed to participants prior to meeting time.  Resolve scheduling conflicts independently and ensure meeting requests are prioritized according to business need. Provide meeting notes and track follow-up
  • Coordinate meeting logistics including catering and external venue needs, with both internal and external participants, speaking engagements and related travel.
  • Coordinate travel including researching and booking trips, creating detailed travel books, ensuring cost effective and logical itineraries are developed, and that all international travel requirements are met and documents secured prior to departure date. 
  • Prepare/process multiple expense reports and reimbursement requests (5-10 expense reports per month).
  • Establish and maintain files and materials (both hard copy and electronic).
  • Assist as requested in logistical and meeting material preparation of the TB Alliance’s Annual Stakeholders Association (SHA), External Affairs and Market Access and related meetings.  The SHA meeting is held annually outside of the U.S. and requires international large event planning skills.  
  • Draft correspondence of a non-scientific nature, assist/prepare Excel Spreadsheets and PowerPoint presentations as requested.
  • Work cooperatively with other TB Alliance support staff to maintain office efficiency and general reception duties, including reception of guests, answering main phone lines, and partaking in general rotated office duties.
  • Serve as back-up to other administrative support staff when needed.
  • Participate in administrative or programmatic special projects as assigned
  • Responsible for compliance with applicable GxP regulations in performing the functions of the job.
  • Attendance at annual GxP or other applicable regulatory trainings provided by the TB Alliance.

Ideal candidates will have:

  • 3+ years’ experience in an administrative role
  • Strong user skills with all Microsoft Office products including building and analyzing large spreadsheets using tools such as pivot tables
  • Experience with basic research and preparation of management briefs desired
  • Experience with international travel and meeting planning
  • Strong organizational and interpersonal skills
  • Strong verbal and written communications skills
  • Strong multi-tasking capability with the ability to manage collaborative activities and competing demands.  Ability to establish priorities and adhere to deadlines
  • Bachelor’s degree in relevant discipline is preferred

IDEAL BACKGROUND

  • Experience/familiarity with nonprofits, public health and/or international health and development organizations
  • Experience/familiarity with fundraising, policy, research, and marketing
  • Interest in developing countries and their health challenges

Location:

New York, NY

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Instructions:

To apply for this position, send resumes and cover letters to jobs@tballiance.org. Please include the position title in the subject line.

Organizational Information:

TB Alliance is a not-for-profit organization dedicated to the discovery and development of better, faster, affordable tuberculosis drugs that are available to those who need them.Through innovative science and with partners around the globe, we lead a global effort to ensure development of and equitable access to faster, better tuberculosis cures that will advance global health and prosperity.

With an annual operating budget of approximately $60 million, the TB Alliance leads the advancement of the most comprehensive R&D portfolio of TB drug candidates in history. Additionally, the TB Alliance drives efforts to ensure regulatory approval, country adoption of new regimens, and widespread availability of new drug regimens to patients. For more information, please access the website: www.tballiance.org.

Our Pipeline

TB Alliance manages the largest pipeline of new TB drugs in history.

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