Assistant

ABOUT VILLAGEREACH

VillageReach transforms health care delivery to reach everyone, so that each person has the health care needed to thrive. We develop solutions that improve equity and access to primary health care. This includes making sure products are available when and where they are needed and primary health care services are delivered to the most under-reached. Radical collaboration with governments, the private sector and other partners strengthen our ability to scale and sustain these solutions. Our work increases access to quality health care for more than 58 million people in Africa. VillageReach is incorporated in Washington State and has offices in Seattle (USA), Democratic Republic of Congo, Malawi, and Mozambique.

Summary

The Assistant provides top-notch support to the Global Operations team, the Executive Assistant (President’s Office), and staff at large in the areas of: travel and travel safety; staff safety and security; finance; basic computer troubleshooting; procurement; administration, orientation, and training on VillageReach software; record management; and facilities. The Assistant keeps the front office running, handles phones and mail; and researches issues as they arise.

The Assistant must be extremely organized, proactive, and flexible; able to meet multiple deadlines and set priorities; and have superior communication skills. The ideal candidate for this role will be a problem-solver who is responsive, thorough, and excited about helping people. If you're energized to support a dynamic mission-driven organization that transforms health care delivery, we encourage you to apply for this position.

This position is a hybrid role based out of VillageReach’s Seattle, WA office (Georgetown neighborhood). VillageReach’s Seattle team is largely remote, but maintains an office space for meetings, coworking, and fostering community. Although we anticipate hiring for this role at 100% FTE (40 hours/week), we would consider candidates interested in working between 75% and 100% of FTE (30-40 hours/week).

Description

Essential Duties and Responsibilities include the following. Other duties, responsibilities, and activities may change or be assigned at any time.

• General administrative and office support: Serve as the first point of contact at VillageReach; greet visitors; answer, screen and transfer a low volume of inbound calls; make outbound calls to vendors; and monitor the general VillageReach email account. Receive deliveries and route incoming mail/email appropriately; send outbound mail and packages within the United States and internationally. Maintain office equipment (copiers/printers); order supplies for the office as needed; maintain office orderliness in common areas and assist with facilities requests. Assist with Seattle Office and Virtual Team purchases and on occasion international shipping to country offices. Provide basic technical support (using projectors, setting up external monitors, connecting Bluetooth devices, etc)., and refer complex problems to VillageReach’s IT team. Help coordinate and write notes for monthly staff meetings; administer and maintain organizational files and documentation, mainly on Dropbox and VillageReach’s intranet; assist with calendar management as needed to support the Vice President of Global Operations and the Executive Assistant.

• Travel: Make frequent travel arrangements on behalf of VillageReach employees and guests involving complex international itineraries and hotel arrangements as needed; administer VillagerReach’s internal travel approval process; answer staff questions related to travel policy, expectations, and processes; act as a liaison for the coordination of travel with travel agent and employee; provide support to employees seeking visas, including researching requirements, preparing documents, and answering questions; serve as administrator for outside travel security service and system.
  
  
• Finance support: Manage credit card reconciliations for VillageReach’s Global Operations card, and the VP of Global Operations’ card. Keep track of purchase requests, receipts, and invoices. Receive and deposit checks for the finance team.
  
  
• Event support and Organizational Wellbeing: Assist the Executive Assistant with coordinating the Board of Director and Management Team retreats annually. Coordinate monthly Seattle office engagement activities.
• IT Support, Procurement, and Asset Management. Work closely with IT and finance to maintain and update local and global assets. Purchase equipment and office supplies for VillageReach staff in the United States and Africa. Provide support in onboarding and offboarding VillageReach staff from software systems.

Perform other duties as assign