ORGANIZATIONAL PROFILE:

Partners in Health (PIH) is a non-profit organization based in Boston, Massachusetts, USA, whose mission is to provide a preferential option for the poor in health care. Through service delivery, training, advocacy and research, PIH works globally to bring the benefits of modern science to those most in need and to serve as an antidote to despair. PIH has programs in Haiti, Peru, Mexico, Russia, Rwanda, Lesotho, Malawi, Sierra Leone, Liberia, Kazakhstan and Boston.

PIH began working in Malawi in 2007, where today we support the Ministry of Health (MOH) to serve a catchment area of 165,000 through 12 health centers and two hospitals in partnership with our sister organizations. Abwenzi Pa Za Umoyo (APZU) has its headquarters in Neno District with operations across the country.

We therefore seek to recruit suitably qualified and experienced candidates for the following positions;

POSITION SUMMARY

The Executive Assistant is a critical position that serves as the strategic coordination and execution support to the Executive Director and the broader Executive Leadership Team (ELT). The role provides high-level administrative, organizational, and communication support to the Executive Office and is pivotal in ensuring that the Executive Office operates efficiently and effectively, serving as the central coordination point for executive communications, information flow, and scheduling.

The Executive Assistant exercises sound judgment, discretion, and professionalism in handling assignments, sensitive information and represents the Executive Office with tact and integrity. The role demands critical thinking and exceptional organizational skills, attention to detail, proactive problem-solving, and the ability to manage multiple priorities in a fast-paced environment.

RESPONSIBILITIES AND DUTIES

A. Executive Support

• Provide direct administrative and operational support to the Executive Director, including managing daily schedules, appointments, and priorities.
• Support the coordination and execution of Executive Leadership Team (ELT), Senior Management Team (SMT), and other strategic meetings, including preparing agendas, taking minutes, tracking action items, and following up on deliverables
• Develop and maintain a central tracker of leadership actions, strategic initiatives, and key deliverables.
• Prepare executive briefings, strategy updates, and background materials for high-level meetings, presentations, and external engagements.
• Coordinate preparation of periodic organizational updates and reports for leadership and partners.
• Support strategic project management and organization processes for initiatives led by the Executive Office, ensuring milestones are met and progress communicated.
• Act as an internal point of alignment between departments, promoting collaboration and clarity in leadership communication and decision follow-up.

B. Communication & Information Management

• Serve as the first point of contact for the Executive Office, managing communication with internal and external stakeholders in a professional and timely manner.
• Manage the flow of information to and from the Executive Office, ensuring timeliness, accuracy, and confidentiality.
• Draft, review, and edit executive correspondence, memos, and talking points for meetings, speeches, and public events for the Executive Director
• Curate reports, updates, and analysis for the Executive Director and ELT, summarizing emerging organizational and contextual issues.
• Support the design and dissemination of leadership communication platforms, including staff updates, partner briefings, and internal announcements.
• Set up customized news and intelligence alerts to keep the Executive Director informed of key sectoral, policy, and partnership developments.
• Observe internal trends and dynamics within the organization, advising the Executive Director on emerging opportunities, risks, or sensitive issues requiring attention.
• Coordinate the ED’s engagement in strategic events, conferences, and visits, ensuring appropriate briefing materials are prepared in advance.

C. Administrative, Logistical & Scheduling Support

• Manage the Executive Director’s calendar, prioritizing internal and external meetings, events, and travel in line with strategic priorities.
• Oversee logistical arrangements for national and international travel, ensuring complete itineraries and coordination with relevant teams.
• Collect and prepare briefing materials for the Executive Director ahead of meetings, ceremonies, media engagements, and donor or government events.
• Coordinate virtual and in-person meetings; take and circulate accurate minutes, track action points, and ensure timely follow-up.
• Maintain organized and accessible records of leadership documents, reports, correspondence, and strategic files.
• Support the Administrative Assistant in managing logistics for high-level visitors, delegations, and donor or cross-site missions.
• Provide oversight support for administrative processes related to visas, travel documents, and legal compliance for expatriate and visiting staff.
• Support event planning and organization for high-level meetings, retreats, workshops, and official ceremonies.

D. Partnerships, Stakeholder Engagement & Representation

• Support the Executive Director and ELT in managing high-level relationships with government counterparts, donors, and institutional partners.
• Track and advise on upcoming national-level meetings, conferences, and strategic events for PIH representation, coordinating preparation and participation.
• Collaborate with the Partnerships and Communications teams to ensure consistent and aligned external messaging and engagement.
• Represent the Executive Director or the Executive Office in internal and external meetings as delegated.

EXPECTED COMPETENCIES, ATTRIBUTES, AND BEHAVIORS

• Trustworthy, maintains professionalism, and ethical conduct in all interactions.
• Demonstrates high emotional intelligence, reliability, maturity, and sound judgment when handling sensitive organizational matters.
• Highly organized, detail oriented, and ensures quality and accuracy in documentation and communication.
• Self-motivated, demonstrates initiative and thrives in a fast-paced, dynamic environment with composure and adaptability.
• Builds strong relationships and promotes teamwork across levels and departments.

QUALIFICATIONS and EXPERIENCE

• Bachelor’s Degree in Business Administration, Management, Public Administration, or related field (Master’s degree an added advantage).
• At least 8 years of progressively responsible experience supporting senior leadership, managing logistics and coordinating high-level events or visits in complex, mission-driven organizations.
• Proven experience in strategic planning, executive coordination, or governance support.
• Demonstrated ability to manage sensitive information and competing priorities with discretion.
• Strong written and verbal communication skills, including experience preparing executive-level documentation and presentations.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint,

• Provide direct administrative and operational support to the Executive Director, including managing daily schedules, appointments, and priorities.
• Support the coordination and execution of Executive Leadership Team (ELT), Senior Management Team (SMT), and other strategic meetings, including preparing agendas, taking minutes, tracking action items, and following up on deliverables
• Develop and maintain a central tracker of leadership actions, strategic initiatives, and key deliverables.
• Prepare executive briefings, strategy updates, and background materials for high-level meetings, presentations, and external engagements.
• Coordinate preparation of periodic organizational updates and reports for leadership and partners.
• Support strategic project management and organization processes for initiatives led by the Executive Office, ensuring milestones are met and progress communicated.
• Act as an internal point of alignment between departments, promoting collaboration and clarity in leadership communication and decision follow-up.
• Serve as the first point of contact for the Executive Office, managing communication with internal and external stakeholders in a professional and timely manner.
• Manage the flow of information to and from the Executive Office, ensuring timeliness, accuracy, and confidentiality.
• Draft, review, and edit executive correspondence, memos, and talking points for meetings, speeches, and public events for the Executive Director
• Curate reports, updates, and analysis for the Executive Director and ELT, summarizing emerging organizational and contextual issues.
• Support the design and dissemination of leadership communication platforms, including staff updates, partner briefings, and internal announcements.
• Set up customized news and intelligence alerts to keep the Executive Director informed of key sectoral, policy, and partnership developments.
• Observe internal trends and dynamics within the organization, advising the Executive Director on emerging opportunities, risks, or sensitive issues requiring attention.
• Coordinate the ED’s engagement in strategic events, conferences, and visits, ensuring appropriate briefing materials are prepared in advance.
• Manage the Executive Director’s calendar, prioritizing internal and external meetings, events, and travel in line with strategic priorities.
• Oversee logistical arrangements for national and international travel, ensuring complete itineraries and coordination with relevant teams.
• Collect and prepare briefing materials for the Executive Director ahead of meetings, ceremonies, media engagements, and donor or government events.
• Coordinate virtual and in-person meetings; take and circulate accurate minutes, track action points, and ensure timely follow-up.
• Maintain organized and accessible records of leadership documents, reports, correspondence, and strategic files.
• Support the Administrative Assistant in managing logistics for high-level visitors, delegations, and donor or cross-site missions.
• Provide oversight support for administrative processes related to visas, travel documents, and legal compliance for expatriate and visiting staff.
• Support event planning and organization for high-level meetings, retreats, workshops, and official ceremonies.
• Support the Executive Director and ELT in managing high-level relationships with government counterparts, donors, and institutional partners.
• Track and advise on upcoming national-level meetings, conferences, and strategic events for PIH representation, coordinating preparation and participation.
• Collaborate with the Partnerships and Communications teams to ensure consistent and aligned external messaging and engagement.
• Represent the Executive Director or the Executive Office in internal and external meetings as delegated.

• Communication skills
• Presentation
• Information management
• Collaboration
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint,

• Bachelor’s Degree in Business Administration, Management, Public Administration, or related field (Master’s degree an added advantage).
• At least 8 years of progressively responsible experience supporting senior leadership, managing logistics and coordinating high-level events or visits in complex, mission-driven organizations.
• Proven experience in strategic planning, executive coordination, or governance support.
• Demonstrated ability to manage sensitive information and competing priorities with discretion.
• Strong written and verbal communication skills, including experience preparing executive-level documentation and presentations.