Senior Officer, Executive Office & Legal Affairs at Global Antibiotic R&D Partnership (GARDP) | Hybrid Hired

About the role

Provide direct administrative and logistical support to the Deputy Executive Director (DED) and the Executive Team under the guidance of the Senior Manager, Executive Office.
Manage complex and dynamic calendars, ensuring efficient prioritization of meetings and commitments.
Coordinate travel arrangements, including itineraries, visa processes, accommodation, and expense reporting.
Facilitate cross-functional coordination to ensure effective information flow between the Executive Office, internal departments, and external stakeholders.
Organize and oversee logistics for internal and external meetings, workshops, and events managed by the Executive Office.
Assist the Executive Office Senior Manager in the preparation of high-quality documentation and presentation materials (PowerPoint, Excel trackers, reports, briefing notes, etc.) for governance and executive purposes.
Prepare and support in the preparation and quality control of documentation, official documents, correspondence, and communication materials.
Take accurate and concise minutes for key meetings, ensuring timely circulation and follow-up on action points.
Maintain and update SharePoint, internal databases, and filing systems, ensuring data accuracy, accessibility, and confidentiality.
Track progress of executive projects and assist in project management, ensuring timely delivery of outputs.
Support the implementation of GARDP’s new contract management tool and be the person of reference for colleagues and service provider.
Manage the archiving of contracts and other legal documents.
Manage the Legal Affairs’ sharepoint.
Provide administrative and logistical assistance, including organizing legal and governance meetings and support the preparation of documentation for internal and external legal stakeholders.

Requirements

Degree in life science discipline, administration or paralegal studies.
Minimum 6 years of progressive experience in administrative or coordination roles, preferably in an international or multicultural environment.
At least 3 years of senior-level experience supporting top management or executive leadership (e.g., CEO, Deputy Executive Director, General Counsel, Board Secretariat).
Proven experience in organizing high-level meetings and events, preparing governance documentation.
Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and SharePoint or similar platforms.
Strong organizational and project management abilities, with capacity to manage multiple priorities under tight deadlines.
Desirable: Experience supporting board or governance secretariats.
Desirable: Exposure to legal affairs or governance processes.
Desirable: Familiarity with digital tools for workflow, document, or data management.
Desirable: Familiarity with project management methodologies and tools, initial hands-on experience is a plus.

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