• Administrative Associate

    Job Locations US-NY-New York City | US-MA-Boston
    Department
    Operations
    Type
    Regular Full-Time
  • About Last Mile Health

    Last Mile Health (LMH) saves lives in the world's most remote communities by partnering with governments to bring critical primary care services to the doorsteps of people living in the last mile. Last Mile Health is a registered 501(c)3 non-profit organization with offices in Liberia, Boston and New York. For more information, visit www.lastmilehealth.org.

    General Position Summary

    The Administrative Associate (AA) supports the operations and administrative needs of Last Mile Health’s global headquarters and growing global operations. Reporting directly to the HR & Operations Manager, the Administrative Associate will own tasks in four complimentary areas: administrative support to the Chief Operating Officer (COO), human resources, operations, and internal communications. With oversight from the HR & Operations Manager, the AA will directly manage travel bookings, local and international purchasing of supplies and special projects as assigned to build and managed administrative systems within a high-performing organization. The AA will manage content updates to Last Mile Health’s intranet, enabling strong communication between office sites and departments. The individual will also provide support throughout the staff recruitment process and work to create efficiencies across LMH’s Human Resources Information System and Applicant Tracking System tools. Lastly, the AA will provide administrative support to the COO, coordinating scheduling, supporting basic correspondence and administering reimbursement requests.  The AA will be highly organized, detail-oriented and capable of thriving in a fast-paced environment while prioritizing urgent tasks across teams.

    Essential Job Functions

    Support to COO

    • Provide administrative support to the COO, including management of scheduling, correspondence and calendar, travel logistics, expense reports and special projects as needed

    Human Resources

    • Provide administrative support throughout the recruitment process with a focus on publication of positions, scheduling interviews with candidates, and ensuring compliance with recruitment processes
    • Maintain paper and electronic HR files to ensure they are up to date and compliant with laws and regulations
    • Work to optimize LMH’s usage of human resources and operations tools globally and monitor ongoing recruitment and staff metrics to inform team strategy
    • Complete special projects as assigned

    Operations

    • Act as the primary contact for all staff travel needs and work closely with LMH’s travel agency to book flights and accommodations in an efficient manner
    • Support international and local procurement ensuring compliance with organizational policies
    • Serve as a thought partner to the HR & Operations Manager and COO around continued development of LMH’s global operations
    • Ensure credit card reconciliations are complete and correct to facilitate accurate budget tracking

    Internal Communications

    • Play a key coordination role supporting US-based staff with intranet updates and troubleshooting
    • Work alongside the communications division and organization leadership to align intranet messaging with LMH strategy and current events
    • Alongside the Executive Coordinator and Senior IT Manager, create ongoing trainings to ensure intranet sustainability

    Qualifications

    • Bachelor’s degree with concentration in international development or global health preferred
    • Minimum of two years of work experience with focus on administrative support and project management
    • Previous experience using employee management systems and internal communications systems preferred
    • Previous experience coordinating with external vendors
    • Previous experience with G Suite, especially gmail and google calendar
    • Fluency with Microsoft Office
    • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
    • Very strong interpersonal skills and the ability to build relationships with stakeholders
    • Exemplary written and verbal communication skills
    • High level of discretion and ability to prioritize across urgent, yet differing, workstreams

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