Executive Assistant to the Executive Director (Ref.IHI/2024/TA/004)

The Innovative Health Initiative (IHI) aims to translate health research and innovation into real benefits for patients and society, and to ensure that Europe remains at the cutting edge of interdisciplinary, sustainable, patient-centric health research. Health research and healthcare increasingly involve diverse sectors. By supporting projects that bring these sectors together, IHI will pave the way for a more integrated approach to healthcare, covering prevention, diagnosis, treatment, and disease management.

The Executive Assistant provides administrative and operational support to the IHI JU Executive Director (ED). Collaborating across the whole organisation, the Executive Assistant coordinates the Executive Director’s Office, contributes to the organisation’s good reputation with external stakeholders and ensures professional document management. He/she reports directly to the Executive Director.

The Executive Assistant is responsible for the following tasks in particular:

Administrative support and coordination of the Executive Director’s activities:

• Providing proactive support to the Executive Director, including but not limited to planning and managing his agenda, flagging priorities for the ED, and highlighting items for delegation. The Executive Assistant coordinates the preparation of agendas, presentations, briefing notes, preparatory meetings, etc.;
• Assisting in the organisation and coordination of high-level internal and external meetings, including preparation of the agenda, comprehensive briefing materials, and follow-up of related operational conclusions;
• Taking minutes of meetings as needed (e.g. IHI JU management team, external visits), follow-up on agreed action items, and assisting in the implementation of the Executive Director’s decisions;
• Maintaining an overview of the Executive Director’s decisions, ensuring follow-up and that deadlines related to the Executive Director’s activities are respected;
• Assisting in planning and monitoring of activities, internal work processes, and in the management of priorities and workflows to ensure that deadlines are met;
• Acting as a focal point for contacts between the Executive Director and IHI JU staff as well as external stakeholders, facilitating communication and ensuring the efficient flow of information. Contributing to maintaining strong relationships with all departments and external stakeholders.
• Providing assistance and support for the Executive Director’s external engagements and business trips; organising the Executive Director’s business trips (including preparation of mission files, making travel arrangements, managing contacts with external institutions, processing reimbursements, etc), in line with the budget and travel policies in place.
• Draft and manage the ED’s documents
• Organising, overseeing and improving procedures for the Executive Director as the Authorising Officer for IHI and expediting the flow of working documents in collaboration with other units and teams;
• Managing and prioritising the incoming and outgoing correspondence through the relevant electronic tools; preparing documents for transmission and maintaining files; filing documents and maintaining the filing system for the Executive Office; providing administrative monitoring and quality checks on incoming/outgoing files for the Executive Director’s signature;
• Coordinating drafting, editing and organising versions of briefings, presentations, spreadsheets, and other documents; archiving correspondence, presentations and documents for record keeping.
• Maintaining the ED’s Office Intranet/SharePoint areas.

The successful candidate may be required to undertake other tasks and activities as necessary under the responsibility of the Executive Director, as tasks may evolve according to the development of the IHI JU’s structure or activities.

For more detailed information on the job profile, requirements and selection procedure, please visit the IHI career portal.