Executive Assistant (U.K. / Kenya — remote)

PANDEMIC ACTION NETWORK; London; Remote; GBP 35,000 - 50,000; Full time

Job summary

Pandemic Action Network seeks an experienced Executive Assistant to support its leadership in a dynamic advocacy environment. This role involves managing schedules, facilitating communication, and providing administrative support across global teams, ideal for someone with strong organizational skills and experience in high-level administrative roles.

Benefits

Unlimited paid time off

Qualifications

• Minimum of 5 years’ experience in a fast-paced office environment.
• Proven experience balancing competing priorities.
• Fluency in English; additional language fluency a plus.

Responsibilities

• Administrative support for two executive leaders.
• Managing and balancing workload across diverse priorities.
• Engaging with stakeholders and coordinating meetings.

Skills

Organizational skills

Interpersonal communication

Problem-solving

Tools

Microsoft Office

Zoom

Google docs

Airtable

Job description

Pandemic Action Network drives collective action to ensure the world is prepared to respond to outbreaks and prevent the next pandemic. The Network consists of more than 400 partners across sectors and geographies working to build and sustain political will, enact policies, and mobilize the resources necessary to ensure that the lessons from the COVID-19 crisis translate into a future where humanity is better prepared to deal with emerging infectious disease outbreaks and stop a deadly and costly pandemic from happening again.

Position Information

Job Title: Executive Assistant

Job Location: U.K. or Nairobi, Kenya

Contract Term & Time Allocation: FTE

Contract Duration: Indefinite

Supervisor Name & Title: Eloise Todd, Executive Director and Co-founder, Pandemic Action Network (Brussels) & Aggrey Aluso, Africa Director, Pandemic Action Network (Nairobi)

Position Summary

Pandemic Action Network (PAN) is seeking an experienced Executive Assistant to provide comprehensive support to two of our executives, based in Brussels and in Nairobi respectively.

This is a role for a well-organized, detail and relationship-oriented person with a passion for managing complexity in a highly dynamic political advocacy environment. This role will manage executive leaders’ day-to-day activities, ensuring efficiency, and fostering effective communication with key stakeholders and partners as well as across all levels of our global remote team. This role will be the gatekeeper for two primary executive leaders’ schedules, managing calendars across competing priorities, scheduling meetings and time to complete tasks, managing communication and confirming appointments with stakeholders, drafting itineraries and background memos for engagements, managing logistics of events, and arranging travel when necessary.

This role is ideal for someone who thrives in a fast-paced international environment, someone who is a natural problem-solver and doer with an aptitude for managing up and laterally to ensure that “balls do not drop”. No coaching necessary on the basics — the ideal candidate will have already mastered them, but will be hungry for exposure and experience in all aspects of the organization. This role will have the opportunity to work on a variety of exciting projects and initiatives in support of the Executive Director, Africa Director and in coordination with other team members.

Key Responsibilities

Leadership Support (80%)

• Administrative support for two executive leaders, including but not limited to managing calendars and scheduling a high volume of meetings in a dynamic environment, making travel arrangements, and submitting expense reports
• Managing and balancing workload for two executive leaders across a diversity of priorities and helping her make informed trade-off decisions
• Tracking tasks, deliverables and project deadlines and scheduling time to meet them
• Leading with solutions, identifying options, and providing relevant information when engaging with leadership to help make informed decisions quickly and with confidence
• Engaging with and coordinating among stakeholders (internal and external) who meet with PAN executives
• Supporting meeting and event preparation including agenda setting, internal communication and relevant coordination, tracking action items and follow-up and taking meeting notes when appropriate
• Providing administrative support for meetings, convenings or events and assisting with logistics, preparation, research, and material preparation/dissemination based on PAN style and standards
• Being a prudent/professional, yet affable/approachable gatekeeper — always operating with the utmost discretion
• Having an ear to the ground to surface successes and challenges faced by staff
• Approaching new tasks and responsibilities with care and enthusiasm

Team Priorities Support (20%)

• Helping with meeting administration such as note-taking, monitoring chats, sharing presentations or links to ancillary information
• Supporting the team to ensure timely and accurate record-keeping via PAN’s CRM system
• Administrative and research support for advocacy letters, campaigns, and helping gather contact information
• Contributing to the development, improvement, and implementation of organizational processes
• Be ready to pitch in to fill gaps within our small, committed team to serve PAN priorities

Desired Qualifications

• Minimum of 5 years’ experience in a fast-paced office environment including high-level administrative support with experience managing scheduling and executive priorities
• Proven experience balancing competing priorities and identifying when to escalate an issue
• Proven experience in developing and editing professional communications including emails, briefs, PowerPoint presentations, reports. etc.
• Proficiency with common office tools including Zoom, Microsoft Office, Google docs, Airtable (CRM), and project management tools and/or aptitude and willingness to master new platforms
• Experience working in a global organization across multiple time zones highly advantageous
• Fluency in English — additional language fluency a plus
• Experience working in the NGO sector and/or political advocacy a plus
• Project management skills a plus
• Must have the right to work in home country, located in the U.K. (London area a plus) or in Nairobi, Kenya

Competencies

• Deep commitment to Pandemic Action Network’s mission and knowledge/interest in global health policy and advocacy
• Organized, detail-oriented with strong logistics, planning, and coordination skills
• Excellent writing, proofreading, project-management, and research skills
• Excellent interpersonal communications skills to engage with high-level and global stakeholders with sensitivity to cultural differences
• Ability to work diplomatically and effectively collaborate with internal and external stakeholders
• Comfortable operating in a fast-paced environment, often with ambiguity — capacity to embrace change at a moment’s notice, shifting priorities instantly, having a “no task is too big or too small” attitude
• Adept at working remotely and across time zones, utilizing global communication tools
• Ability to work proactively and without oversight, demonstrating an entrepreneurial and problem-solving mindset
• Professional maturity, strong interpersonal and group skills, and a sense of humor

Compensation & Benefits

Compensation and benefits will depend on the experience, education, and location of the candidate and team equity. Benefits include unlimited paid time off with pre-approval of the manager.

About Panorama

Pandemic Action Network is a fiscally sponsored project of Panorama Global, a 501(c)(3) social impact non-profit that empowers changemakers through radical collaboration. Panorama is committed to creating a diverse team and is proud to be an equal opportunity employer. We know that representation matters in the workplace and with our partners; to that end we are committed to a hiring process grounded in equity and inclusion. All qualified applicants will receive consideration without regard to race, color, religion, caste, citizenship or immigration status, national origin, genetic information, gender identity, gender expression, sexual orientation, marital status, veteran status, political ideology, the presence of any physical, mental, or sensory disability, age, or any other status or characteristic protected by federal, state, or local law. Panorama complies with U.S. federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities.In compliance with federal law, all persons hired will be required to verify identity and eligibility to work. The final offer will be contingent on the completion of a successful background check.

How to Apply

Interested candidates should submit both a resume and cover letter. Apply here: https://airtable.com/appj3GQanhcyine0s/pagxMzgolOQrYlPyz/form