STAFF VACANCIES
Partners in Hope Medical center is a Malawian, Christ-centered, Non-Governmental Organization (NGO) founded in 2001.
PIH’s vision is to be the leading health care provider in Malawi and its mission is to strengthen the nation’s health system to
provide quality, equitable and sustainable health services through capacity building, quality care, and research.
Partners in Hope (PIH) is seeking to recruit highly motivated individuals for the positions position:
EXECUTIVE ASSISTANT
Job Summary
The Executive Assistant will have the primary responsibility of providing administrative support to the Executive
Director. This position will also provide administrative support to the Board members and the Executive Leadership
Team(ELT). The office will organize and coordinate executive leadership functions, activities and communications.
Key Responsibilities
1)Calendar management for Executive Leadership Team:
•Oversee the booking of appointments with the Executive Director. Confirm meetings in advance and ensure
weekly/daily reminders of appointments.
•Coordinate planning for meetings as assigned by the Executive Director.
•Managing the Executive’s Directors calendar including making appointments and prioritizing the most
sensitive matters.
•Organizing meetings, including scheduling, sending reminders and organizing catering services when
necessary.
•Support the Executive Director in preparation and handling logistics for Board meetings (invitations, hall
bookings, refreshments/lunch, per diems, accommodation, travel reimbursements).
•Managing physical and virtual meetings.
2)Oversee correspondence for the Executive Director
•Ensure PIH timely responds to external invitations and has key staff attending important meetings for the
Executive Director.
•Preparing business correspondence (letters and documents) for the ELT
•Ensure that key documents are prepared for the signature of the Executive Director.
•Copy/file/manage paperwork in a highly organized manner.
3)Provide support for meetings called by ELT members
•Prepare agendas.
•Take and circulate minutes.
•Develop clear mailing lists for meeting notices and circulation of minutes or presentations.
•Oversee logistic preparations (invitations, hall bookings refreshments, etc.).
•Supporting ELT members on monthly procurement of sundries.
Qualification and General Requirements
•A minimum of Diploma in Business Administration or related field. Those with a Degree will have an added
advantage.
•A minimum of two years’ work experience in a similar role.
•Time management skill and ability to meet deadlines.
•Excellent verbal and written communication skills.
•Problem solving and decision making skills.
•Proactivity and self direction.
•Maintain a positive attitude and willingness to work with all team members.
•Maintain a high level of confidentiality on all matters.
•Should be willing to work odd hours
Eligible candidates meeting the requirements above should submit their applications with detailed Curriculum Vitae (CV)
relevant copies of Certificates, three traceable referees and deliver their applications either by hand or post to:
The Human Resource Manager
Partners in Hope
P.O. Box 302.
Lilongwe
Or email to [email protected]
The deadline for receiving applications is Friday 19 November, 2021 by close of business.
Please note that only shortlisted applicants will be contacted.
