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Administrative Associate

Company: International AIDS Vaccine Initiative
Location: New York
Posted on: September 20, 2023

Job Description:

As an organization whose mission is to translate science into global public health impact, working on vaccines and therapeutics, IAVI has a vaccine policy which states that subject to applicable law, we require all U.S. and Puerto Rico based employees to be vaccinated for COVID-19, unless they have an approved medical or religious exemption or accommodation. We are committed to supporting our employees during this process as we work to ensure a safe and healthy work environment.

Position Description

Job Title: Administrative Associate
Location: New York, NY
Reports to:TBD

Position Summary:

IAVI is seeking an Administrative Associate who will provide administrative support to members of IAVI's Leadership Team. As IAVI is growing and expanding both in size and programmatic area, the organization is strengthening its administrative function to ensure that a strong pool of associates is available to support the organization's administrative needs. The successful candidate must be detail-oriented, organized and enjoy working within an entrepreneurial environment that is mission-driven and results-driven. The ideal individual will have the ability to exercise sound judgment in a variety of situations, a high level of cultural sensitivity and awareness, with strong written and verbal communication, administrative, and organizational skills.

Key Responsibilities:

  • Manage calendars, including scheduling global in-person and virtual meetings with internal and external parties.
  • Ensure timely completion of expense reports.
  • Manage international and domestic travel and develop detailed itineraries.
  • Support development and management of departmental budgets.
  • Manage logistics for in-person or virtual meetings with internal and external parties.
  • Complete routine administrative tasks (copies, fax, supplies).
  • Manage departmental meetings (agendas and minutes).
  • Assist in the management of consultants: process contracts, manage consultancy budgets, invoices, and expense reimbursements.
  • Format departmental presentations for meetings with stakeholders, conferences, the Board of Directors, and senior management meetings.
  • Maintain electronic and hard copy files of communications, Share Point site/folders and shared drives; act as owner/coordinator of the departmental SharePoint presence.
  • Perform other tasks as assigned by the manager.

    Education and Work Experience:

    • Bachelor's degree is required.
    • 2 years of administrative work experience is required.

      Qualifications and Skills:

      • Strong organizational and time management skills are required.
      • Excellent verbal, written, and presentation skills are required.
      • Excellent attention to detail is required.
      • Ability to maintain confidential information is required.
      • Ability to handle evolving priorities and ambiguity is required.
      • Ability to work independently and as a team member while handling multiple projects with minimal supervision.
      • Ability to be proactive, follow up, and prioritize is required.
      • Ability to actively listen while having a good balance of self-assurance is required.
      • Ability toexercise discretion and independent judgment is required.
      • Proficiency in MS Office Package - especially Outlook (email/calendar), Microsoft Word, Microsoft Excel (tracking changes/legal black line), PowerPoint, Teams, and SharePoint is required.
      • Strong interpersonal skills and the ability to work collaboratively with colleagues from different countries and cultures is required.
      • Aptitude to learn about IAVI's portfolio to enable proactive support to executives.
      • Experience supporting remote staff is highly desirable.

        Organizational Overview:

        IAVI is a nonprofit scientific research organization dedicated to addressing urgent, unmet global health challenges including HIV and tuberculosis. Our mission is to translate scientific discoveries into affordable, globally accessible public health solutions. Through scientific and clinical research in Africa, India, Europe, and the U.S., IAVI is pioneering the development of biomedical innovations designed for broad global access. We develop vaccines and antibodies in and for the developing world and seek to accelerate their introduction in low-income countries. IAVI programs and partnerships are grounded in the regions of the world where the disease burden is the greatest, and our approach emphasizes sustainability. Our network of clinical research center partners in Africa and India helps strengthen in-country research capacity and supports the training and education of the next generation of scientists. The global impact of our science includes fundamental contributions to understanding the biology of HIV infection, which IAVI and others are applying toward advancing vaccine science and immunology. IAVI accelerates scientific discovery and development by fostering unique collaborations among academia, industry, local communities, governments, and funders to explore new and better ways to address public health threats that disproportionately affect people living in poverty. Our global reach, including a clinical research network in five countries in sub-Saharan Africa and in India, has allowed us to make fundamental contributions to understanding the epidemiology, transmission, virology, and immunology of HIV. This work played a key role in facilitating the design of promising HIV vaccine candidates, as well as the discovery of broadly neutralizing antibodies that are now being advanced as promising approaches for HIV prevention. Our integrated capabilities in vaccine and antibody discovery, development, and clinical research take advantage of bio-pharmaceutical industry expertise to accelerate the development and testing of prevention methods for HIV and other diseases. Through the Product Development Center, we support external researchers with technical and scientific expertise to accelerate the development of their own products.


        • Dedication to the Mission: We are committed to the translation of scientific discoveries into affordable, globally accessible public health solutions.
        • Innovative Evolution: We are committed to solving complex problems in creative and innovative ways, learning from our mistakes and successes and never giving up
        • Integrity: We are committed to meeting the highest ethical and professional standards in everything we do and to taking responsibility for our actions to earn respect
        • Collaboration: We are committed to embracing diversity, the power of global teamwork and the belief that by working as one we can make a difference

          Disclaimer: Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. This document does not create an employment contract, implied or otherwise, other than an "at-will" relationship. IAVI is an equal opportunity employer and applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

          IAVI IS AN EQUAL OPPORTUNITY EMPLOYER actively committed to fostering a diverse and inclusive global organization. IAVI believes that diversity and inclusion among our teammates is critical, and we seek to recruit, develop and retain the most talented people from a representative candidate pool. At IAVI, we celebrate the spectrum of colleagues' experiences and believe that dedication to our mission above all is essential to our success as a scientific global non-profit. IAVI upholds these principles through IAVI's Global Diversity and Inclusion Committee.

          IAVI has zero tolerance for discrimination or harassment on the basis of race, color, ethnicity, caste, national origin, home language, ancestry, religion, marital or civil partnership status, age, physical or mental disability, HIV status and any other medical condition, genetic information, pregnancy, sexual orientation, gender identity or expression, and veteran status, in addition to any other status protected under the law in any of our locations worldwide.

          Compensation and Benefits Information for US-Based Candidates:

          The annual base salary for this position is targeted at $55,000.00 - 65,000.00 with some variation based on experience level. In addition, this position offers competitive benefits such as annual bonus, generous retirement savings plan, three health insurance plans to choose from, and other benefits.

          Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

          The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Keywords: International AIDS Vaccine Initiative, New York , Administrative Associate, Administration, Clerical , New York, New York

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