Executive Assistant to Deputy CEO

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Job description

About CEPI

Launched in 2017, the Coalition for Epidemic Preparedness Innovations (CEPI) is an international coalition of governments, academic, philanthropic, private, public, and intergovernmental institutions whose vision is to create a world in which epidemics and pandemics are no longer a threat to humanity. Our mission is to accelerate the development of vaccines and other biologic countermeasures against epidemic and pandemic threats so they can be accessible to all people in need.

CEPI played a central role in the global response to COVID-19, creating the world's largest portfolio of COVID-19 vaccines - seven of which are approved for global or domestic use - and co-leading COVAX, the global initiative to support equitable access which supported the delivery of over 2bn vaccine doses globally. CEPI has contributed several scientific breakthroughs in vaccine development against other infectious diseases, including the first ever licensed Chikungunya vaccine and the first Nipah and Lassa virus vaccines into Phase 1 trials.

As COVID-19 has demonstrated, emerging infectious diseases represent an existential threat to our way of life. COVID-19 is not the first pandemic of the 21st century, and unless we act now, we can be sure that it will not be the last. Unlike some of the other looming threats that humanity faces, we have the tools to systematically reduce and even eliminate the risk of future pandemics. It is vital that we capitalise on the rare alignment of political will, practical experience, and technical and scientific progress emerging from the pandemic to prevent such devastation happening again.

CEPI's five-year plan for 2022-2026 - known as CEPI 2.0 - will contribute toward CEPI's ultimate goal of dramatically reducing or even eliminating the future risk of pandemics and epidemics. Central to the plan is CEPI's goal to accelerate the time taken to develop safe, effective, globally accessible vaccines against new threats to just 100 days. Achieving this '100 Days Mission', which has been embraced by the G7 and G20, would give the world a fighting chance of containing a future outbreak before it can spread to become a global pandemic, potentially averting millions of deaths and trillions of dollars in economic damage.

CEPI is a not-for-profit association under Norwegian Law and has offices in Oslo (HQ), London, and Washington DC and working globally.

In CEPI we strive for diverse thinking, and we want a culturally, intellectually and geographically diverse pool of candidates for all our vacancies. We work for an inclusive working environment where each employee can contribute and grow.

More details about CEPI and our mission can be found on our website: www.cepi.net

About the role

CEPI is looking for a full time permanent Executive Assistant to support the Deputy CEO (DCEO). The role will provide dedicated support to the DCEO and work alongside a small team responsible for ensuring the smooth running of the CEO/DCEO office, facilitating efficient communication, and driving key strategic initiatives to completion.

Responsibilities

Priority Management and Task Coordination

• Prioritize and Monitor Action Items: Regularly track and prioritize the DCEO's tasks and projects to ensure timely completion. Ensure that critical deadlines are met and follow up with stakeholders as necessary.
• Agenda Setting: Assist in setting and maintaining the DCEO's agenda, ensuring alignment with strategic priorities. Prepare a daily/weekly briefing document highlighting key priorities, meetings, and tasks.

Briefing and Information Management

• Preparation of Briefing Materials: Compile, research, and coordinate briefing materials for meetings, presentations, and reports, ensuring that the DCEO is well-prepared for all engagements.
• Document Review and Drafting: Review documents and communications on behalf of the DCEO, drafting responses and providing summaries as needed. Draft internal communications, speeches, or presentations as required.

Strategic Support and Decision Facilitation

• Stakeholder Management: Act as a liaison between the DCEO and internal/external stakeholders, ensuring clear communication and effective relationship management.
• Meeting Coordination and Facilitation: Organize and attend key meetings taking minutes, tracking decisions, and following up on action items.

Operational and Administrative Efficiency

• Diary and Travel Management: Manage the DCEO's schedule with a strategic approach, ensuring optimal use of time. Handle travel arrangements with a focus on efficiency and alignment with the DCEO's priorities.
• Inbox Management: Manage the DCEO's inbox to monitor incoming communications and ensure all urgent matters are responded to in a timely manner.
• Provide project specific support to the Front Office team; coordinate ad hoc projects and working groups on emerging priorities for the DCEO
• Office support: support the smooth running of the CEOFO.

Continuous Improvement

• Process Improvement: Identify and implement improvements in administrative processes to enhance efficiency and effectiveness within the CEOFO.

Education, Experience and Competence

• Experience working with senior executives, ideally in public health or pharmaceutical research and development (highly desirable)
• Demonstrates discretion and the ability to handle sensitive information with the utmost confidentiality and professionalism, ensuring compliance with organisational policies and privacy standards
• Exceptional organizational and planning skills
• Excellent verbal and written communication skills (samples will be requested)
• Well-developed interpersonal skills, able to build trust, credibility and influence both internally and externally at all levels
• Ability to thrive in a high tempo team and to adapt at speed in response to a fast-paced and often unpredictable operating environment
• Outcome-focussed, autonomous, resilient self-starter, with an eagerness to innovate with new ideas and implement/ improve processes
• An analytical and creative thinker with the ability to structure and solve problems

Travel and Location Requirements

• This is a full time permanent role based in London, UK

What we can offer you

• Experience in the international effort to develop vaccines against emerging infectious diseases and accelerate vaccine development in response to disease outbreaks.
• The opportunity to work together with leading internal and external experts on solutions for global challenges that can redefine global health for our future.
• A diverse and inclusive working environment.

Background verification will be conducted to verify information provided in the CV and available documentation for the successful candidate.