Job description

Mercy Ships uses hospital ships to transform lives and serve nations. In regions where resources are scarce, a state-of-the-art hospital ship is the most efficient way to deliver free surgeries. We follow the 2000-year-old model of Jesus, bringing hope and healing by providing life-changing surgeries to children and adults who otherwise would go without. Together we are saving lives.

How does the Programs Executive Assistant support the Mercy Ships' mission from our headquarters in Lindale, TX? By being an Executive Assistant to the International Chief Medical Officer (ICMO) and Vice President of International Programs (VPIP). Additionally, this position provides administrative support to members of the International Programs leadership team.

To be considered for this role, please take a moment to apply here: https://careers.mercyships.org/Applicant/CurrentOpportunities.aspx?PosId=510

What you’ll receive #MERCYSHIPSPerks

• The opportunity to use your professional skills to make a global impact.
• The opportunity to live out your faith at work.
• Medical, prescription, dental & vision insurance.
• 403(b) retirement savings plan, with matching contribution.
• Paid holidays & a competitive rate of Paid Time Off accrual
• Staff devotionals, prayer time, and Chaplaincy support.
• On campus dining with gourmet meals, including a specialty coffee shop and community events
• On campus recreation, including indoor basketball and racquetball courts, weight room, walking and biking trails, a disk golf course, and an outdoor pool

What you'll contribute in this role: Implement, maintain and improve the following processes within the Programs department:

Business Management processes to support:

• Provide day-to-day logistical support, both on a personal and managerial level, to the ICMO and VPIP. Advise on priorities and assist in daily schedule.
• Delegate & oversee specific tasks and projects on behalf of the ICMO and VPIP
• Act as an intermediary when the ICMO and/or VPIP are unavailable
• Respond to individuals needing written communication. Compose documentation when requested by ICMO, ensuring all correspondence is handled in a timely manner. Handle confidential and non-routine information and, when necessary, explain policies, and draft new ones where none exist. Maintain confidentiality at all times
• Coordinate, create and prepare presentations for reporting purposes, which include programs performance metrics and other data
• Act as project manager for special projects, which may include planning and coordinating multiple presentations and disseminating information

Administrative Support:

• Coordinate and arrange travel, accommodation, paperwork, insurance, visas, etc. for the ICMO and International Programs leadership as required
• Assist with financial reconciliations, cash & credit card payments, advances, and/or cheque vouchers with Accounting/Finance Department. Process expenses for ICMO and VPIP through Certify and Purchase Orders.
• Record, prepare and disseminate meeting minutes for ICMO and IP leadership meetings as required
• Draft general correspondences, memos, charts, tables, graphs, etc. Proofread for spelling, grammar and layout, making appropriate changes as needed and support with blog writing, social media
• Coordinate departmental activities, including community, departmental, and interdepartmental meetings
• Coordinate operational tasks for the office such as equipment maintenance, ordering supplies, mail, and shipping
• Coordinate semi-monthly time entry for the department

Document Management Support

• Standardized and consistent documentation within Navigator intranet system
• Ensure that programmatic documentation, including policies, procedures, and supporting documents are updated and relevant
• Maintain IP organization structure charts
• Other duties as assigned

What you'll need for this role:

• Able to represent the ICMO and VPIP effectively with discretion, diplomacy and independent judgement. Must possess high level of interpersonal skills to handle sensitive and confidential situations
• Highly competent in computer skills with intermediate to expert skills with Microsoft Office products such as Outlook, Word, Excel, PowerPoint, & Publisher. Familiarity with Confluence and/or Navigator systems preferred.
• Must be fluent in English and possess excellent oral and written communication skills
• Ability to plan, prioritize and workload effectively, with a high degree of autonomy
• Leadership ability
• Familiarity with medical terminology beneficial, but not required
• Demonstrates competent in management of multiple projects simultaneously and able to organize and perform tasks without detailed direction and working with minimal supervision.
• Understand and apply servant leadership, work collaboratively with integrity and demonstrate accountability
• Supportive of Mercy Ships mission and vision and committed to its core values.

Education and Experience
The requirements listed below are representative of the education and / or experience required.

• Minimum two-years’ experience as an Executive Assistant, preferably in a healthcare setting
• Previous Mercy Ships experience preferred, but not required.
• French language competency beneficial
• Successful completion of Mercy Ships Entry Training will be required within the first year

To be considered for this role, please take a moment to apply here: https://careers.mercyships.org/

Job Type: Full-time

Pay: $48,000.00 - $52,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Executive Assistant: 5 years (Required)

Work Location: Remote

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