Senior Executive Admin

Senior Executive Admin & Finance Associate

U.S. Remote (preference for the NYC and Washington D.C. vicinity)

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The Drugs for Neglected Diseases initiative (DNDi) is an international, not-for-profit research and development (R&D) organization that develops and delivers new treatments for neglected diseases affecting millions of the world’s poorest people. 

Together with more than 200 public research and industry allies worldwide, we use the power of partnership, innovation, open science, and advocacy to find solutions to a great injustice: the lack of medicines for life-threatening diseases that disproportionately impact poor and marginalized people. Driven by collaboration, not competition, and by patients’ needs, not profits, we promote equitable access, foster inclusive and sustainable solutions, and advocate for a more effective global biomedical R&D system that meets the needs of neglected patients. 

Since our inception, 13 new treatments for people with sleeping sickness, visceral leishmaniasis, Chagas disease, HIV, hepatitis C, and malaria that have saved millions of lives. We aim to deliver a total of 25 new treatments by 2028– addressing R&D gaps for neglected tropical diseases and viral infections, including new pandemic-prone diseases (such as COVID-19) and climate-sensitive diseases (such as dengue) with a focus on the needs of patients in low- and middle-income countries. 

With more than 240 employees of 30+ nationalities located in nine offices on four continents, DNDi is committed to diversity, equity, and inclusion as essential parts of our culture and key drivers of our success. We encourage candidates of diverse profiles and backgrounds to apply.

DNDi North America, established in New York City in 2008, is a registered 501(c)(3) non-profit working to expand DNDi’s science, philanthropy, and civil society collaborations, as well as raise visibility and profile in NA /USA and Canada) and mobilize support to enhance DNDi’s global impact and strengthen networks of influence. As an integral part of DNDi’s global network, the office also contributes to global policy and to advocacy and access for neglected patients around the world.

The Global Executive office serves as Secretariat to the Executive Director, the Executive Team, the Board of Directors and its Committees, the DNDi Scientific Advisory Committee and the Access Committee. The Office also leads internal communication, facilitates internal leadership processes, and supports the engagement of key external stakeholders.

Purpose of the position

The Senior Executive Admin and Finance Associate position is a full-time position supporting all aspects of the DNDi North America office, including executive direction, R&D and access support, policy and advocacy, private and public fundraising, communications, human resource management and administration, and finance activities.

The position requires an independent self-starter eager to provide cross-office and DNDi NA Board of Directors support, coordinate with other DNDi offices (Geneva, regional offices, etc.), and manage high-level correspondence with external actors and partners, undertaking a broad variety of responsibilities in collaboration with a small team of individuals committed to medical innovation and access to medicines issues.

Specific job responsibilities

Executive Administration

• Maintain the office and North America Executive Director (ED)’s calendar
• Maintain accurate and up-to-date records for the Executive Director’s contacts in the Salesforce database
• Meetings: Support the ED in planning regular team meetings & strategic planning workshops. Keep track of, schedule, and minute meetings for the ED, ensuring registration at key events.
• Serve as the North America administrative regional point of contact and as a member of the global executive office team (GEOT), which hosts key administrative personnel across DNDi's regional offices.

Operations Support for the Implementation of NA Strategy and Key Initiatives

• Provide project management support (ensuring objectives are defined, minutes recorded, actions tracked, and timelines managed) for key NA regional initiatives / projects
• Conduct/support desk research and/or stakeholder mapping for regional engagement (US, Canada) within donor and scientific communities
• Assist with compiling and creating documents as well as slide presentations to support external engagements and internal meetings (with other offices/departments)
• Manage the NA SharePoint (intranet) site.
• Serve as the Office Budget Manager; support high-level supplier and consultant discussions and negotiations for cost optimization (e.g. travel agency; office lease), track and purchase office supply inventory when necessary.
• Assist with IT support (onsite issues, purchases and laptop set up for employees)
• Provide logistical support for conferences / congresses and meetings.
• Serve as the travel focal point for NA staff, including arranging travel, accommodations and expense reporting for Executive Director and other NA senior leaders.
• Assist with the preparation and follow-up of DNDi NA Board of Director meetings.
• Schedule and coordinate board and committee meetings; Take minutes; Support ED in planning and developing materials for the meetings and liaise with the legal counsel.
• Organize and maintain critical board documents (e.g., Board roster, COI disclosure forms, minutes and presentations)

Finance

• Collaborate with outside vendor to manage the process for filing annual federal tax (Form 990)
• Validate payments and control expenditures; serve as backup to the ED for the validation of payroll
• Manage relationship with US banks
• Monitor local cashflows and oversee management of cash reserve
• Monitor and report on functional expense ratio to local leadership and Board of Directors
• Ensure follow-up on audit findings and recommendations. Communicate financial statements and audit results to DNDi leadership and the Audit Committee of the DNDi NA Board of Directors; organize Audit Committee meetings at least once per year
• Communicate budget to DNDi NA Board of Directors as required

The above list of responsibilities is not exhaustive, and you may be required to undertake other responsibilities appropriate to your grade. This job description may be subject to review.

Reporting line

• The Senior Executive Admin and Finance Associate reports to the North America Executive Director

Interactions

• Works in close collaboration with the NA Office, with the Global Executive Office Team and the Finance Team
• Collaborators, counterparts, and service providers are mainly in the functional area in and outside DNDi to get information, guidance, and feedback or to enlist cooperation. Works on the organization of representation of DNDi at smaller events and with external stakeholders of same equivalent level

Job requirements Skills and attributes

• Ability to use initiative, prioritize, multi-task, and work well under pressure to meet deadlines
• Clear and systematic thinking that demonstrates good judgment and problem solving competencies
• Very good communication skills in multicultural, multi-lingual environments
• Ability to work effectively as part of a multicultural team
• Well organized and structured
• Very good analytical skills
• Ability to contribute to the project delivery under minimum supervision
• Ability to manage middle sized projects with budget management under supervision
• Provide specialist services to operational line or project team
• Ability solve non-routine problems on a case by case/project basis
• Has certain autonomy for taking actions and decisions
• Ability to interact with external stakeholders
• Ability to be the focal point/manager for consultants
• Ability to supervise at a smaller level

Experience

• Minimum 6 years’ relevant experience in which at least 3 years are at the Executive Admin level or equivalent
• Proven ability to work effectively in a team environment and matrix structure across multiple time zones.
• Experience of working in public and private sector is highly desirable
• 3 years of managing Departmental and/or project budgets
• Experience working in a global environment.
• Experience working with Board of Directors and Senior Leadership is a plus
• Salesforce/CRM is a strong plus
• Familiarity with US GAAP and/or financial reporting is a plus

Education

• Bachelor’s or Graduate Degree

Other requirements

• Fluency in English
• Proficiency in local other languages desirable (e.g., Spanish, French)
• Deadline for application: accepting applications until June 14, 2024
• Only shortlisted candidates will be contacted 
• Application submission for this position may close early if we have enough suitable applicants

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International non-profit developing safe, effective, and affordable treatments for the most neglected patients.

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