Medical Education Cooperation with Cuba (MEDICC) is seeking an experienced executive assistant for its busy 10-person office in Oakland and remote staff in various locations. The ideal candidate will be able to perform administrative duties for executive management and senior staff. Responsibilities may include screening calls; managing calendars; making travel arrangements, meeting and event arrangements; recording, transcribing and distributing minutes of meetings; preparing reports and analyzing data; managing scheduling and assisting in orientation for work-study and temporary staff; and public relations. Requires strong computer and Internet research skills, high level of organization and attention to detail, flexibility, excellent interpersonal skills, project coordination experience, a pro-active approach and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Sensitivity to confidential matters is required.

Reports to: Executive Director (also carries out assignments for Program Directors)

Main Responsibilities:

General office management
Reconcile credit card statements, petty cash and expense reports, and send receipts and accounting to Financial Director; run credit cards and send receipts
Organize schedule, agenda and briefing materials for staff meetings, remote and face-to-face. Take and distribute minutes
Coordinate webinars, Skype and conference calls
Manage and update MEDICC Master Calendar and Executive Director MS Outlook Calendar, including staff vacation and travel schedules, as well as conferences (abstract submissions and abstract/registration deadlines)
Manage memberships and subscriptions
Assist in orienting work-study students, manage their scheduling and administrative processing
Assist with staff travel and scheduling, as well as arrangements for Cuban professionals traveling to the US (visa process, travel, hotels)
Organize logistics for annual all-staff retreat and all Board meetings
Act as Oakland office Salesforce “Superuser” – help staff create new reports, dashboards and other advanced features of S. Manage & organize Salesforce database
Carry out research and writing assignments as needed
Support the Development team by logging donations, drafting and mailing thank-you letters, processing grant checks, and prospecting research
Support the Communications team by drafting and formatting periodic newsletters and announcements in Constant Contact

Key Competencies:

Ability to balance various tasks simultaneously, as well as larger projects
Initiative to follow-up on projects and assigned tasks independently
Demonstrated excellence in organization/planning, attention to detail and accuracy
Clear communication style, both written and oral

Skilled in information gathering and monitoring
Proven creativity in problem solving
Good judgment and decision-making ability
Discretion
Dedication to excellence and professionalism

Qualifications:

Bachelor’s Degree
At least 5 years’ experience
Interest or background in global health, public health or US healthcare
Spanish language fluency preferred
Highly skilled in Microsoft Office Suite and Adobe
Familiarity with Constant Contact a plus
Proficiency with SalesForce CRM or equivalent

How to apply

Please send a resume and cover letter to pmlaramee@mediccglobal.org or fax to 510-350-3057.