Executive Office & Legal Affairs Senior Officer
The Executive Office & Legal Affairs Senior Officer provides top-level organizational, coordination, and administrative support to ensure the efficient functioning of both the Executive Office and the Legal department. Reporting directly to the Executive Office, the incumbent plays a pivotal role in facilitating executive operations and smooth communication flow, supporting governance and legal coordination, and managing complex administrative processes.
Key Responsibilities
Executive Office Support (70%)
* 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 preparing high‑quality documentation and presentation materials (PowerPoint, Excel trackers, reports, briefing notes, etc.) for governance and executive purposes.
* Prepare and support the 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.
* Perform any other administrative or project‑related duties as required.
Legal Affairs Support (30%)
* 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 supporting the preparation of documentation for internal and external legal stakeholders.
Qualifications & Experience
* Degree in a 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.
* Exposure to legal affairs or governance processes.
* Familiarity with digital tools for workflow, document, or data management.
* Familiarity with project management methodologies and tools; initial hands‑on experience is a plus.
Competencies & Attributes
* Fluency and excellent communication skills (written and verbal) in English; fluency in French is highly desirable.
* Professional integrity and discretion, with proven ability to manage confidential information.
* Proactive and self‑motivated, anticipating needs and taking initiative with minimal supervision.
* Highly organized and detail‑oriented, while maintaining strategic awareness of the broader context.
* Strong interpersonal skills, capable of engaging effectively with senior executives, board members, and external partners.
* Adaptable, resourceful, and solution‑oriented, thriving in dynamic, fast‑paced environments.
* Collaborative team player, yet comfortable working independently.
* Demonstrated commitment to organizational values, excellence, and professionalism.
Reporting Line
* Executive Office Senior Manager
Main Interactions
Will work very closely with the Deputy Executive Director, General Counsel and Lead Legal Counsel.
Working Interactions
* Maintains effective working relationships with multiple organizational units, including those outside GARDP, consistently projecting the image of a reliable and trusted service provider and partner. Engages proactively to identify and address issues that facilitate or hinder effective service delivery.
* Collaborates closely with a wide range of teams and departments — including External Affairs, R&D, Access, Internal Operations, Business Development, and Regional Offices — to ensure alignment, coordination, and seamless execution of shared objectives.
* Promotes organizational programs and processes and fosters productive, trust‑based relationships both internally and externally, demonstrating professionalism and credibility that strengthen partner engagement and commitment.
Core Values
* Integrity: Act with transparency and ethics.
* Inclusivity: Promote equal opportunity and diverse participation.
* Teamwork: Champion collaboration.
* Courage: Embrace innovation.
* Excellence: Pursue high standards.
* People‑Centered: Value human dignity and stakeholder engagement.
Seniority Level
Associate
Employment Type
Full‑time
Job Function
Administrative
Is a part of the IT Services and IT Consulting industry.
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