Executive Operations Manager at Clinton Health Access Initiative

Job description

The Clinton Health Access Initiative, Inc. (CHAI) is a global health organization committed to our mission of saving lives and reducing the burden of disease in low-and middle-income countries. We work at the invitation of governments to support them and the private sector to create and sustain high-quality health systems. CHAI was founded in 2002 in response to the HIV/AIDS epidemic with the goal of dramatically reducing the price of life-saving drugs and increasing access to these medicines in the countries with the highest burden of the disease. Over the following two decades, CHAI has expanded its focus. Today, along with HIV, we work with our partners to prevent and treat infectious diseases such as COVID-19, malaria, tuberculosis, and hepatitis. Our work has also expanded into cancer, diabetes, hypertension, and other non-communicable diseases, and we work to accelerate the rollout of lifesaving vaccines, reduce maternal and child mortality, combat chronic malnutrition, and increase access to assistive technology. We are investing in horizontal approaches to strengthen health systems through programs in human resources for health, digital health, and health financing. With each new and innovative program, our strategy is grounded in maximizing sustainable impact at scale, ensuring that governments lead the solutions, that programs are designed to scale nationally, and learnings are shared globally. At CHAI, our people are our greatest asset, and none of this work would be possible without their talent, time, dedication, and passion for our mission and values. We are a highly diverse team of enthusiastic individuals across 40 countries with a broad range of skill sets and life experiences. CHAI is deeply grounded in the countries we work in, with the majority of our staff based in program countries. Learn more about our exciting work: clintonhealthaccess.org CHAI is an Equal Opportunity Employer, and is committed to providing an environment of fairness, and mutual respect where all applicants have access to equal employment opportunities. CHAI values diversity and inclusion, and recognizes that our mission is best advanced by the leadership and contributions of people with diverse experience, backgrounds, and culture. Position Overview CHAI is seeking an Executive Operations Manager to provide day-to-day operational and administrative support to the Office of the CEO, from calendar and travel management to Board logistics and meeting coordination. This is a senior role for someone who can anticipate the CEO's needs, exercise independent judgment, and own workstreams end-to-end. The role spans three areas: proactive executive support for the CEO; independent ownership of Board engagement and governance operations; and leadership of special projects that strengthen how the Office of the CEO runs. It offers a unique vantage point on CHAI's strategy and its most senior relationships, and is well suited to someone who wants to grow at the intersection of executive operations, governance, and organizational strategy. The position reports to the Chief of Staff and works closely with the CEO, the General Counsel, and members of the Senior Leadership Team, as well as staff across all levels of the organization, including functional, program, and country teams. Executive Support for the CEO – 40 % • Manage the CEO's calendar, ensuring it reflects his actual priorities; schedule calls, meetings, and travel; advise on where he should engage versus delegate, flag structural issues and risks • Coordinate international and domestic travel logistics : flights, accommodation, ground transportation, visas, country-specific entry/exit requirements, and communication with country teams and partners • Prioritize across major moments (WHA, UNGA, key donor engagements) and manage complex, last-minute changes to multi-country itineraries • Produce high-quality briefing notes, background research, and talking points in advance of key internal and external meetings, ensuring the CEO is consistently well-prepared • Track receipts and prepare and submit monthly expense reports • Manage scheduling, logistics , and communication with internal and external partners, including tracking and sharing agenda items, meeting objectives , and pre-reads with relevant stakeholders • Track progress against the CEO's OKRs ; conduct monthly “time audits” to map his time spent against his priorities • Create a weekly look-ahead of the CEO's schedule and priorities, and share with relevant leadership Board Engagement & Governance – 35% • Own the logistics , scheduling, and communications for quarterly Board meetings and Board committee meetings • Coordinate development of Board agendas, meeting materials, and documentation (e.g., CEO communications, presentation content), working closely with the Comms team to ensure quality, consistency, and narrative alignment • Manage day-to-day communications with Board members with discretion • Partner with the General Counsel to manage Board administration and governance operations, including scheduling, records, resolutions, and compliance with governance requirements • Develop and drive a strategy to strengthen Board engagement between meetings – improving the cadence and quality of Board member touchpoints, tracking follow-ups, and helping the CEO deepen individual Board relationships • Support logistics around Board composition and succession planning – track upcoming vacancies and term limits, help develop a strategy to identify and recruit candidates, and develop documentation to support the onboarding of new members • Prepare tailored briefing documents for the CEO ahead of Board and Board member engagements Alumni Relations & Special Projects – 25 % • Design and coordinate a CHAI alumni network, building the infrastructure to keep former staff connected to CHAI as advocates, partners, and prospective donors • Conduct research and analysis to support high-impact strategic initiatives in partnership with the Chief of Staff and senior leadership • Provide project management support for special projects, including internal stakeholder management, development of meeting materials, and drafting of internal communications • Plan and execute logistics for internal meetings and external convenings at domestic and international locations • Bachelor's degree plus 5–7 years of relevant experience, including experience supporting senior executives • Demonstrated ability to work independently : anticipating needs, exercising judgment, and owning workstreams end-to-end with minimal oversight • Experience with Board, governance, or high-level stakeholder engagement strongly preferred • Ability to manage highly sensitive information and communications with discretion • Exceptional writing skills, with the ability to produce polished briefing documents, talking points, and executive materials • Detail-oriented, with a demonstrated ability to manage complex projects involving multiple stakeholders simultaneously • Highly motivated and resourceful, able to work independently and self-motivate in a fast-paced environment • Ability to communicate effectively with people of varied professional and cultural backgrounds, including very senior external counterparts • P roficient with AI tools and eager to apply them to work faster and produce better output • High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); proficiency with Smartsheet and Box a plus • Previous experience working remotely with a decentralized team, or working in or supporting a CHAI country office, highly desired • Exceptional representative of CHAI both internally and externally • Deep understanding of and commitment to CHAI's work, culture, and values; the ideal candidate embodies CHAI's values in their day-to-day work managing the matrix • Exceptional interpersonal skills and the ability to manage complex relationships, including with very senior external counterparts #jobreference3 #region1 We can recommend jobs specifically for you! 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Requirements

Must-haves

Position Overview
Executive Support for the CEO – 40 %
Manage the CEO's calendar, ensuring it reflects his actual priorities; schedule calls, meetings, and travel; advise on where he should engage versus delegate, flag structural issues and risks
Coordinate international and domestic travel logistics : flights, accommodation, ground transportation, visas, country-specific entry/exit requirements, and communication with country teams and partners
Prioritize across major moments (WHA, UNGA, key donor engagements) and manage complex, last-minute changes to multi-country itineraries
Produce high-quality briefing notes, background research, and talking points in advance of key internal and external meetings, ensuring the CEO is consistently well-prepared
Track receipts and prepare and submit monthly expense reports
Manage scheduling, logistics , and communication with internal and external partners, including tracking and sharing agenda items, meeting objectives , and pre-reads with relevant stakeholders
Track progress against the CEO's OKRs ; conduct monthly “time audits” to map his time spent against his priorities
Create a weekly look-ahead of the CEO's schedule and priorities, and share with relevant leadership
Board Engagement & Governance – 35%
Own the logistics , scheduling, and communications for quarterly Board meetings and Board committee meetings
Coordinate development of Board agendas, meeting materials, and documentation (e.g., CEO communications, presentation content), working closely with the Comms team to ensure quality, consistency, and narrative alignment
Manage day-to-day communications with Board members with discretion
Partner with the General Counsel to manage Board administration and governance operations, including scheduling, records, resolutions, and compliance with governance requirements
Prepare tailored briefing documents for the CEO ahead of Board and Board member engagements
Alumni Relations & Special Projects – 25 %
Design and coordinate a CHAI alumni network, building the infrastructure to keep former staff connected to CHAI as advocates, partners, and prospective donors
Conduct research and analysis to support high-impact strategic initiatives in partnership with the Chief of Staff and senior leadership
Provide project management support for special projects, including internal stakeholder management, development of meeting materials, and drafting of internal communications
Plan and execute logistics for internal meetings and external convenings at domestic and international locations
Bachelor's degree plus 5–7 years of relevant experience, including experience supporting senior executives

Nice-to-haves

Experience with Board, governance, or high-level stakeholder engagement strongly preferred
High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); proficiency with Smartsheet and Box a plus

Application prep

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