Executive Assistant

Job Purpose/Objective:

Provide secretarial and administration support CHSI Senior Leadership Team.

Job Summary:

The Executive Assistant (EA) to the CHSI Leadership will provide high-level administrative support to the CHSI leadership, including managing their calendar, communications, and special projects. The EA will act as a key liaison between the CHSI Leadership and internal/external stakeholders, ensuring smooth coordination and execution of various initiatives. Additionally, the EA will accompany the CHSI leadership on domestic and international travels as needed, providing on-site support during meetings, events, and engagements.

Key Responsibilities:

Administrative Support:

• Provide effective and efficient secretarial and administration assistance to CHSI Leadership team and overseas visitors of the highest quality.
• Manage the daily schedule, including meetings, appointments, and travel arrangements of CHSI Leadership
• Prepare and edit correspondence, presentations, and reports on behalf of the CHSI leadership.
• Handle confidential information with discretion.
• Draft meeting agendas, take minutes, and distribute them to relevant stakeholders.
• Organize town halls whenever necessary.
• Ensure that the office is clean all the times by working with vendor partners.

Travel Management:

• Coordinate all travel logistics, including flights, accommodations, itineraries, and transportation for the CHSI Leadership
• Accompany the CHSI Leadership on work-related travels as required, providing in-person support during meetings, conferences, and events.
• Ensure all necessary documentation (e.g., passports, visas, presentations) is prepared for international and domestic travel.

Project Management:

• Coordinate and track the progress of special projects and strategic initiatives led by the CHSI Leadership
• Assist in planning and organizing internal and external events, board meetings, and conferences.
• Follow up on tasks and deadlines for various departments on behalf of the CHSI Leadership

Communication:

• Serve as the point of contact between the CHSI Leadership and internal/external stakeholders.
• Facilitate communication within the leadership team and across departments.
• Manage incoming emails and correspondence, prioritizing and responding on behalf of the CHSI Leadership as needed.
• Liaison with other Cigna offices globally.
• Build good working relationships with executive assistant/administration officers globally.

Stakeholder Management:

• Liaise with internal and external stakeholders to coordinate meetings, events, and projects.
• Prepare briefing documents, presentations, and reports for the CHSI Leadership teams interactions with external stakeholders.

Executive Office Operations:

• Ensure the smooth functioning of the Executive Office by handling office supplies, maintaining records, and managing budgets related to the activities of CHSI Leadership
• Assist in the preparation of the CHSI Leadership’s annual budget and manage financial reports related to their activities.

Qualifications:

• Bachelor’s degree in business administration, Management, or a related field.
• Minimum of 5-7 years of experience in an administrative/executive assistant role, preferably supporting senior leadership.
• Prior experience in an NGO or nonprofit setting is preferred.
• Willingness and ability to travel domestically and internationally as per requirement.
• Fluency in English (read, write and speak)
• Proficiency in Microsoft Office tools

Skills & Competencies:

• Strong organizational and multitasking skills with attention to detail.
• Drives Results, Resourcefulness, Customer Focus, Communicates Effectively, Builds Networks and Organizational Savvy
• Highly organized, proactive and efficient
• Forward thinker who can proactively handle circumstances and situations – must be self-motivated and able to work independently with minimal oversight.
• Very strong communication skills via email and phone, internally and with external stakeholders
• Ability to handle high-pressure situations with diplomacy and professionalism.
• Proficiency in MS Office (Word, Excel, PowerPoint) and scheduling software.
• Strong problem-solving skills and the ability to work independently.
• High level of confidentiality and integrity.
• Ability to adapt quickly to different time zones and schedules during travel.

Key Behavioural Traits:

• Proactive and resourceful.
• Strong interpersonal skills and ability to build relationships.
• Flexibility and adaptability in a dynamic environment.
• Ability to work under tight deadlines and travel on short notice when needed.