The Institute for Health Metrics and Evaluation (IHME) is an independent research center at the University of Washington whose mission is to monitor global health conditions and health systems, as well as to evaluate interventions, initiatives, and reforms. The aim is to provide policymakers, donors, and researchers the evidence base necessary to help solve the world’s most important health problems. This requires creativity and innovation, which is cultivated by an inclusive, diverse, and equitable environment. If you join IHME, you’ll be joining a team of mission-oriented people who are committed to creating a welcoming and diverse workforce that respects and appreciates differences, and embraces collaboration.
IHME has an outstanding opportunity for an Executive Assistant to support the Director of IHME, Dr. Chris Murray, in a fast-paced, demanding environment focused on research, training, and evaluation. The Executive Assistant is a highly visible representative of the Institute and a primary point of contact for the Director's office. The executive assistant’s purpose is to facilitate the smooth operation of the Director’s office so the Director can focus on key priorities and manage relationships with key stakeholders. The person in this role will represent IHME and the Director’s office in their interactions with individuals in a wide range of positions internally and externally, including faculty, staff and students at IHME, the University President, University Regents, and other senior administrators at the University of Washington, and senior government officials, intergovernmental institutions, academia, media, and public and private institutions. As such, discretion, independent judgement, political savvy, poise, proactiveness, attention to detail and a positive manner will be critical to the Executive Assistant’s success in this role.
The Executive Assistant’s ability to effectively manage the Director’s time, taking into account institutional priorities, interdependencies, and complex individual and organizational relationships directly impacts the management of the entire organization. The person in this role will be able to learn a great deal about Global Health, building relationships with an incredibly diverse group of mission-driven people. They will use their positive attitude, desire to work on the never-ending puzzle of scheduling and reprioritizing, and ability to bring order to chaos to be of service to IHME and its many dedicated stakeholders.
Relationship Management and Prioritizing
- Act as a highly visible representative of the Institute and of the Director through interactions with external guests
- Exercise a high degree of judgment in communicating with all parties and be proactive in seeking options to ensure efficiency
- Work closely with the Chief of Staff and Program Specialist, Director’s Office, to garner relevant knowledge, receive important input, and fully understand meeting needs and priorities.
- Promotes a positive image of IHME and the Director
- Understands the nuance of different relationships including which are critical for the Director to maintain, and which other staff can manage
- Interactions with all stakeholders on behalf of the Director’s office must be handled personably, diplomatically, and with a service-oriented mindset
- Work closely with other support staff and administration to prioritize and coordinate projects and interactions
Administrative Duties and Executive Support
- Carefully manage the daily calendar to ensure efficient workflow, focus, and effective use of the Director’s time and attention
- Schedule and coordinate meetings involving internal and external participants who often have competing >demands on their time
- Ensure timely and efficient transitions from one meeting to the next
- Working closely with the Director’s Office Logistics Manager, prepare highly detailed itineraries for the Director’s travel
- Receive, screen, and prioritize all incoming telephone calls to the Director personably, diplomatically, accurately, and efficiently
- Create and maintain an organized system of tracking, monitoring and prioritizing tasks and projects
- Develop and maintain highly confidential materials as appropriate, from a variety of internal and external sources
- Perform other administrative duties for the Director such as daily lunch preparation and personal travel arrangements as needed
- Bachelor’s degree and at least four years’ experience as an Executive Assistant
- Proficient on a PC and comfortable learning new software and utilizing project management tools like Asana, Trello, Jira (Asana preferred)
- Experience working with Microsoft Office applications and highly proficient in MS Outlook
- Exemplary interpersonal skills required: must be adept at diplomacy and able to form respectful and harmonious working relationships with people with different levels of experience and expertise from a variety of cultural, linguistic, and professional settings
- Excellent written and oral communication skills
- Experience with executing complex calendar management and travel arrangements
- Experience handling sensitive situations with tact and confidentiality
- Attention to detail
- Strong organizational skills
- Ability to function in a rapidly changing office environment while remaining steady, reliable, and attentive to emerging priorities
- Experience setting priorities and meeting deadlines while balancing the needs of providing support for an individual in a fast-paced, demanding and high-volume work environment
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
- Interest in Global Health
- Experience establishing organizational systems to improve efficiency in office and meeting coordination
- Basic event planning skills
Conditions of Employment:
- Evening and weekend work is required, particularly during times when the Director is traveling and in different time zones.