FHI 360 is an international nonprofit working to improve the health and well-being of people in the United States and around the world. We are more than a great place to work. Our team is diverse but connected by common values — embracing innovation, mutual respect, passion to make a positive difference, accountability, commitment to excellence and teamwork. These values drive our vibrant and inclusive culture, where strong relationships with colleagues across disciplines and geographies make it possible for each one of our teams to make unique and valuable contributions.

FHI 360's Office of Compliance and Internal Audit (OCIA) is seeking an Executive Administrative Assistant to provide executive-level support to the Chief Compliance Officer (CCO) and assist the senior leadership team. An experienced candidate will possess strong organizational, analytical, and administrative skills, capable of managing their workload and prioritizing tasks. Though this is a remote position, there is a strong desire for this role to be based on the East Coast to align with the CCO's working hours (EST).

Accountabilities:

Manage the CCO’s calendar and handle the CCO’s schedule and meeting needs demonstrating flexibility and problem-solving abilities to adjust or prioritize his schedule based on last-minute changes. Communicate requests and changes to the CCO on an ongoing basis.
In coordination with FHI 360 Travel Department, make travel arrangements and prepare itineraries for travel within the U.S. and internationally; secure visas, handle changes to travel schedules, flights, hotels, and rental cars during normal business hours and off-hours as needed. Prepare and submit expense reports in a timely manner using FHI 360 systems.
Review presentations prior to FHI 360 Board or Executive reviews for content and grammar.
Process and track invoices, purchase orders, consultant agreements and perform other financial tasks for the department. Prepare and submit quarterly financial accruals to the corporate finance office.
Lead the production of the quarterly OCIA Newsletter using the Mailchimp platform. Develop and communicate the timeline and tasks involved in completing the Newsletter for timely publication in collaboration with senior staff. Track deadlines and monitor the status of articles through final approval. Create newsletter in MailChimp.
Serve as the FHI 360 point of contact for the the Ethics and Compliance Hotline poster in coordination with business units; review requests for reproduction, provide guidance on established instructions and specifications for printing, coordinate approvals and payment of invoices. Track poster display locations.
Schedule and coordinate department staff monthly meetings, publishing the agenda and tracking the meeting chair rotation schedule.
Make updates to the OCIA intranet page based on content contributors’ requests.
Update the OCIA Handbook providing information for OCIA personnel regarding FHI 360 and OCIA processes, procedures, and policies.
Serve as the on-boarding champion for the department and conduct the “Introduction to OCIA” orientation to new staff.
Manage department organization chart and distribution lists with timely updates.
Maintain excellent relations with essential team members including FHI 360 Executive leadership, senior leadership, and OCIA staff.
Handle confidential and sensitive information.
Perform other duties as assigned.

Applied Knowledge & Skills:

Develops and demonstrates a strong understanding of FHI 360’s processes, procedures, and practices to facilities business processes and other administrative tasks within the organization on behalf of the department staff.
Excellent oral and written communication skills. Strong critical thinking and problem-solving skills.
Uses established FHI 360 data systems (e.g., SharePoint, CostPoint), functions, and/or procedures that require knowledge of the programs.
Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
Communicates information clearly to staff, organizational colleagues about OCIA processes, and procedures using prescribed or established guidelines.
Works well in a team environment; exercise discretion and maintain confidentiality; have strong interpersonal, written, and oral communication skills.
Ability to maintain confidentiality.

Education:

Associates Degree or International Equivalent in Business Administration or Related Degree.
Bachelor's Degree preferred.

Required Experience:

Minimum 5+ years’ experience as an Administrative Assistant/senior administrator, supporting senior executive(s) in a large company.
Must have proficiency in Microsoft Office Suite of products (Excel, Word, PowerPoint, Teams, SharePoint, OneDrive) in addition to Foxit PDF Editor, MailChimp, DocuSign.
Non-Profit or health-related field experience preferred.
Must present a high degree of professionalism in both written and verbal communication, as this role is an extension of the functions and the executives.
Strong problem-solving skills and reasoning to solve administrative issues.
Able to learn the CCO's primary business objectives, and through this understanding is able to anticipate administrative needs.
Excellent attention to detail.
Able to multi-task and provide support to multiple staff.
Able to handle confidential material in a professional manner.

Technology to be Used:

Computer/Laptop, Microsoft Office 365 (Outlook, Word, Excel PowerPoint, etc.) e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other hand held devices.

Typical Physical Demands:

Typical office environment.
Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
Ability to lift/move up to 5 lbs.

Travel Requirements:

Less than 10%

Pay Equity and Benefits:

The expected hiring salary range for this role is listed below. FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget.

Base salary is only one component of our offer. FHI 360 contributes 12% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.

Hiring Salary Range: $65,000 - $84,000

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

FHI 360 staff working in the United States are required to be fully vaccinated for COVID-19, regardless of the type of project or client they serve, or of their employment status (full/part-time, remote, telework, or in-office), unless an accommodation applies. FHI 360 complies with federal, state, and local laws with regard to accommodations related to this policy. Full vaccination is currently defined as two weeks after the second dose in a two-dose series, such as the Pfizer-BioNTech or Moderna vaccine, or two weeks after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine. Booster doses are not required at this time.

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