Company: International AIDS Vaccine Initiative
Location: New York
Posted on: September 20, 2023
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.
Job Title: Administrative Associate
Location: New York, NY
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.
- 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
- Support development and management of departmental
- Manage logistics for in-person or virtual meetings with
internal and external parties.
- Complete routine administrative tasks (copies, fax,
- Manage departmental meetings (agendas and minutes).
- Assist in the management of consultants: process contracts,
manage consultancy budgets, invoices, and expense
- Format departmental presentations for meetings with
stakeholders, conferences, the Board of Directors, and senior
- 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
- Excellent verbal, written, and presentation skills are
- Excellent attention to detail is required.
- Ability to maintain confidential information is required.
- Ability to handle evolving priorities and ambiguity is
- 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
- Ability to actively listen while having a good balance of
self-assurance is required.
- Ability toexercise discretion and independent judgment is
- Proficiency in MS Office Package - especially Outlook
(email/calendar), Microsoft Word, Microsoft Excel (tracking
changes/legal black line), PowerPoint, Teams, and SharePoint is
- 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.
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.
IAVI CORE VALUES:
- 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
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
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
Keywords: International AIDS Vaccine Initiative, New York , Administrative Associate, Administration, Clerical , New York, New York
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