POSITION SUMMARYEcoHealth Alliance seeks a highly-organized, collaborative and energetic individual to join our team as Administrative Assistant. The Administrative Assistant position helps ensure the smooth planning and execution of EcoHealth Alliances research agenda on Health and Policy. The Administrative Assistant will provide all necessary support to the Executive Vice President. The Administrative Assistants other duties will include managing and processing contracts and invoices, preparation of reports and coding, set-up of meetings, and coordinating travel. The Administrative Assistant will be expected to liaise closely with the Health and Policy team as well as EcoHealth Alliances administrative staff. While this position requires presence in EcoHealth Alliances New York office, due to the COVID-19 Pandemic, this position will initially be remote. Required in-office tasks would be evaluated based upon business need and staff safety.PRIMARY RESPONSIBILITIESThe Administrative Assistant will provide all necessary support to our Executive Vice President, Program Manager, and Research Scientists in the Health and Policy team, as well as to our field staff.Assist with the coordination and management of travel, finance/budgets, meetings, programs, reporting, and all other administrative responsibilities as required.Completion of administrative requirements in a timely manner including coded monthly credit card reports, trip reports, international travel authorization forms, booking of travel, maintenance of calendar and other tasks as required.Work closely with the Health and Policy team to support programs especially in the setup of meetings, booking of travel, organizing of paperwork and filing, and monitoring of communications, contracts, and other project related details.Provide support to program staff and project partners with writing and editing of subcontracts and follow-up with invoicing, payments, receipts, and accounting reports.Assist with project reporting to funders and tracking of project milestones and timelines.Promote, provide, and support regular, clear communication between the Health and Policy staff and other EcoHealth Alliance departments.Assist with grant application processes including reviewing guidelines, organizing necessary materials, preparing biographical sketches and budget forms.Conduct minute taking and draft agendas for meetings.Ensure timely submission of Health and Policy team reporting and compliance with EcoHealth Alliance policies.Participate in all relevant meetings at EcoHealth Alliance.In coordination with staff, manage the EcoHealth Alliance partners list and contracts (where relevant).Maintain and update the Executive Vice President of Health and Policys office, software, and hardware as well as work with EcoHealth Alliance Office Manager and other administrators to ensure that the Health and Policy staff members are able to keep equipment up to date.Coordination of large-scale events including coordinating space, tracking invites and attendance, day-of logistics, and guest transportation, lodging and meals as needed as well as additional event-specific tasks as required.This position is New York-based, but may involve some domestic and international travel.
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