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Administrative Assistant, Communications and Global Affairs

Etats-Unis d'Amérique
Date de clôture

Location: New York, NY

Reports to: Senior Director and Global Head of Communications

Position Summary:

IAVI is seeking a results driven Administrative Assistant who will provide administrative support to the Senior Director and Global Head of Communications, the Communications team and to the US-based Global Affairs team. The ideal individual will have the ability to exercise sound judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills. This position may also be assisting another department, which will provide a unique opportunity for a highly motivated individual to learn the working of a global public health organization from different vantage points and make significant contribution.

Key Responsibilities:

· Manage calendars, including scheduling to coordinate meetings with internal and external parties.

· Ensure completion of expense reports

· Manage travel and develop detailed itineraries.

· Manage departmental budgets

· 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

· Support logistics of Communications, IAVI events and large meetings (including All-Staff meetings), IAVI attendance at others’ events and meetings.

· Contribute to and support the implementation of communication strategies and revenue generation strategies.

· Format departmental presentations for conferences, board and senior management meetings.

· Maintain Communications electronic and hard copy files, Share Point site/folders and shared drives; act as owner/coordinator of the departmental SharePoint presence.

· Manage incoming individual donations and matching gifts, including tracking, ensuring acknowledgment letters are sent, and reconciling with the finance team.

· Perform other tasks as assigned by the manager.

· May be called upon to provide administrative support to another department.

Education and Work Experience:

· Bachelor’s degree is required.

· Minimum 1 year of work experience, including budget, accounts and contracts management experience is required.

Qualifications and Skills:

· Strong organizational skills, intrapersonal skills, writing skills, and time management skills are required.

· Strong attention to detail is required.

· Ability to handle evolving priorities and ambiguity is required.

· Ability to work independently and as a team member, be proactive, follow up and prioritize as well as multi-task with minimal supervision 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 and Sharepoint is required.

· Cultural sensitivity and respect for diverse colleagues is required.

Organizational Overview:

IAVI is a nonprofit scientific research organization dedicated to addressing urgent, unmet global health challenges including HIV and tuberculosis. Our mission is to translate scientific discoveries into affordable, globally accessible public health solutions. Through scientific and clinical research in Africa, India, Europe, and the U.S., IAVI is pioneering the development of biomedical innovations designed for broad global access. We develop vaccines and antibodies in and for the developing world and seek to accelerate their introduction in low-income countries. IAVI programs and partnerships are grounded in the regions of the world where the disease burden is the greatest, and our approach emphasizes sustainability. Our network of clinical research center partners in Africa and India helps strengthen in-country research capacity and supports the training and education of the next generation of scientists. The global impact of our science includes fundamental contributions to understanding the biology of HIV infection, which IAVI and others are applying toward advancing vaccine science and immunology. IAVI accelerates scientific discovery and development by fostering unique collaborations among academia, industry, local communities, governments, and funders to explore new and better ways to address public health threats that disproportionately affect people living in poverty. Our global reach, including a clinical research network in five countries in sub-Saharan Africa and in India, has allowed us to make fundamental contributions to understanding the epidemiology, transmission, virology, and immunology of HIV. This work played a key role in facilitating the design of promising HIV vaccine candidates, as well as the discovery of broadly neutralizing antibodies that are now being advanced as promising approaches for HIV prevention. Our integrated capabilities in vaccine and antibody discovery, development, and clinical research take advantage of bio-pharmaceutical industry expertise to accelerate the development and testing of prevention methods for HIV and other diseases. Through the Product Development Center, we support external researchers with technical and scientific expertise to accelerate the development of their own products.


  • Dedication to the Mission: We are committed to the translation of scientific discoveries into affordable, globally accessible public health solutions.
  • Innovative Evolution: We are committed to solving complex problems in creative and innovative ways, learning from our mistakes and successes and never giving up
  • Integrity: We are committed to meeting the highest ethical and professional standards in everything we do and to taking responsibility for our actions to earn respect
  • Collaboration: We are committed to embracing diversity, the power of global teamwork and the belief that by working as one we can make a difference
  • Disclaimer: Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship. IAVI is an equal opportunity employer and applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

IAVI IS AN EQUAL OPPORTUNITY EMPLOYER actively committed to fostering a diverse and inclusive global organization. IAVI believes that diversity and inclusion among our teammates is critical, and we seek to recruit, develop and retain the most talented people from a representative candidate pool. At IAVI, we celebrate the spectrum of colleagues’ experiences and believe that dedication to our mission above all is essential to our success as a scientific global non-profit. IAVI upholds these principles through IAVI’s Global Diversity and Inclusion Committee.

IAVI has zero tolerance for discrimination or harassment on the basis of race, color, ethnicity, caste, national origin, home language, ancestry, religion, marital or civil partnership status, age, physical or mental disability, HIV status and any other medical condition, genetic information, pregnancy, sexual orientation, gender identity or expression, and veteran status, in addition to any other status protected under the law in any of our locations worldwide.

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