Careers

• Administrative Assistant / Receptionist 
• Senior Director of Science 

Job Title: Administrative Assistant / Receptionist
Location: New York City
Reports to: Senior Director, Operations & External Affairs

 Organization

 The Global HIV Vaccine Enterprise (the “Enterprise”) is an alliance of independent organizations from around the globe committed to accelerating the development of a preventive vaccine against HIV. Key stakeholders of the Enterprise include the AIDS Vaccine Advocacy Coalition (AVAC), the French National Agency for Research on AIDS (ANRS), the European Commission, the European Developing Country Clinical Trials Partnership (EDCTP), the Bill & Melinda Gates Foundation, the Government of Canada, the International AIDS Vaccine Initiative (IAVI), the U.S. National Institutes of Health (NIH/NIAID), UNAIDS, the Wellcome Trust, and others.

Summary

The Administrative Assistant/Receptionist supports the Senior Director, Operations & External Affairs and programmatic and/or functional staff members as assigned, providing a wide range of administrative, logistical, and organizational support. The Administrative Assistant/Receptionist serves as Receptionist for organization, managing phone and general email inquiries, deliveries, and guest visits.

 Responsibilities

•  Opening the office no later than 8:45 each morning, including turning on all printers and copiers, turning on the water and Nespresso machine, and making sure that all printers and the photocopier have sufficient paper.
• Scheduling high volume of domestic and international appointments and meetings, managing complex calendars, and coordinating travel arrangements.
• Interacting in professional manner via phone, fax, and email with domestic and international partners, government officials, and consultants.
• Compiling and processing expense reports, reimbursements, and check requests, accurately and in a timely manner.
• Drafting and editing correspondence, such as letters, memos, emails, and PowerPoint presentations.
• Maintaining an organized system of tracking, monitoring and prioritizing tasks and projects.
• Creating, updating and/or maintaining a high volume of organized files and records.
• Assisting in scheduling and planning for events, such as meetings, conferences, presentations, and dinners, which may include coordinating arrangements for participants, handling logistics, preparing and disseminating materials.
• Provide administrative support to the Senior Director, Science, and his/her staff.
• Coordination of the Enterprise Secretariat Staff Meetings, including requesting agenda topics, distributing hard copies of the agenda prior to each meeting, taking and distributing minutes.
• Serving as a receptionist: answering, screening, and prioritizing telephone calls, email and mail communications; keeping confidentiality.
• Assisting visitors with logistics and meeting and greeting guests as needed.
• Receiving deliveries. 
• Maintaining the resource library . 
• Assisting with general office operations as requested. 
• Coordinating coverage with Executive Assistant and Office Manager.
• Performing other tasks as requested. 

 Qualifications

• Bachelor’s degree required.
• A minimum of 6 years administrative experience in a complex and fast-paced organization, with at least 2 years experience supporting more than 1 senior staff member. 
• Experience setting priorities and meeting deadlines while balancing the needs of providing support for multiple individuals, including calendar management, travel arrangements, and event planning coordination. 
• Excellent oral and written communication skills in an environment requiring diplomacy and good judgment in managing interactions with domestic and international partners at all levels of an organization and in government agencies. 
• Demonstrated effectiveness in meeting deadlines in a role requiring continual attention to detail in composing, typing, and proofing materials.  
• Experience establishing organizational systems to improve efficiency and functioning in a changing environment. 
• Intelligence, vision, and commitment to the mission of the Enterprise.
• Demonstrated experience using and proficiency with MSWord, Outlook, Excel, and PowerPoint.
• A balanced and even-handed disposition; a “can-do” attitude; a candid and flexible style.
• The highest personal and professional integrity combined with a sense of humor and an appreciation for cultural diversity. 

Excellent benefits including 403(b) savings plan, paid vacation, holidays and sick days.  The Secretariat is a small, collegial team committed to and passionate about the mission of the Enterprise.  Located in the heart of Union Square, a dynamic hub in lower Manhattan, the Enterprise is afforded access to multiple trains, eateries, retail emporia, the green market, and is surrounded by academic institutions.

 To Apply

Please send a cover letter, your resume and two writing samples of business correspondence to jobs@vaccineenterprise.org with the job title, "Administrative Assistant/Receptionist," in the subject line.

 The Global HIV Vaccine Enterprise is an Equal Opportunity Employer.

Job Title: Senior Director of Science
Location: New York City
Reports to: Executive Director

Organization

 The Global HIV Vaccine Enterprise (the “Enterprise”) is an alliance of independent organizations from around the globe committed to accelerating the development of a preventive vaccine against HIV. Key stakeholders of the Enterprise include the AIDS Vaccine Advocacy Coalition (AVAC), the French National Agency for Research on AIDS (ANRS), the European Commission, the European Developing Country Clinical Trials Partnership (EDCTP), the Bill & Melinda Gates Foundation, the Government of Canada, the International AIDS Vaccine Initiative (IAVI), the U.S. National Institutes of Health (NIH/NIAID), UNAIDS, the Wellcome Trust, and others.

Responsibilities

The Enterprise seeks a Director of Science to be a senior member of the Enterprise Secretariat and to collaborate with the Executive Director. The Director of Science will be the senior scientific face of the organization and will lead all science-related initiatives. S/he will be a key spokesperson for the organization, particularly within the HIV vaccine scientific community. S/he will also be an unbiased thought leader independent of any one particular research focus. S/he will contribute broadly to the Enterprise's science portfolio to the scientific function of the organization. Position reports to the Executive Director.

Executive Leadership & Management

• Oversee the process for updating the Scientific Strategic Plan.
• Define areas where further scientific and capital resources are required to accelerate HIV vaccine development.
• Support the work of the Enterprise’s Science Committee which monitors the field and determines topics for scientific workshops and meetings.
• As Director of Science, oversee the Enterprise Secretariat’s science team, which currently includes two Science Officers and potential interns.
• Liaise with peers in the scientific community and stakeholders.

Scientific Development

• Drive the scientific agenda and initiate activities that focus on scientific questions related to, but not exclusively, the science portfolio and vaccine development.
• Lead the discussion with key stakeholders and thought-leaders both from within and outside the field of HIV vaccine research on the continued iteration and implementation of the Enterprise Scientific Strategic Plan.
• Collaborate with the Executive Director on the presentation, development and dissemination of the Scientific Strategic Plan and other scientific messages.
• Work with the Executive Director and the Secretariat to oversee the development of measurable/deliverables vis-à-vis the Scientific Strategic Plan and recommendations from the Science Committee.
• Encourage new Partners to support the Enterprise Scientific Strategic Plan.
• Play a seminal role in the team that will convene and follow up on recommendations coming out the AIDS Vaccine annual meetings.
• Coordinate and make preparations for the release of results of vaccine trials.
• Work with the Executive Director on how to support vaccine research and align it with the Scientific Strategic Plan.
• Promote greater coordination among HIV vaccine researchers worldwide by working with the scientific leaders of Enterprise stakeholder organizations to maximize their involvement and mutual engagement and encourage data sharing.
• Engage new scientific stakeholders from the HIV vaccine field and other relevant fields to address the priority areas of the Scientific Strategic Plan and to collaborate with current stakeholders.

Qualifications

• A Ph.D. and/or MD with 10-15 years of leadership experience in international vaccine research and international experience/exposure.
• Highly respected scientist in the field of vaccine research (preferably HIV research) with both credibility in the scientific community and recognized by the Enterprise’s key funders.
• A strong understanding of the HIV vaccine development process, including upstream research, preferably based on first-hand experience.
• Project management experience.
• Excellent communication and interpersonal skills.
• A track record of achievement and publications that will add to the reputation of the Enterprise as an organization with a strong science base.
• Meaningful experience in industry and/or interfacing with industry and regulatory bodies such as the FDA, EMEA or other national regulatory authorities.
• Excellent oral and written communication skills

Leadership & Management Competencies

• A builder of strong, productive personal and professional relationships and interconnected networks of people and organizations.
• Highly developed and effective interpersonal and communication skills, verbal and written; able to communicate sensitively and compellingly with individuals as well as large groups across cultures and languages.
• Encourages open communication and participation with an emphasis on transparency and the sharing of information.
• Strong conceptual thinker who can drive quickly to a clear and concise synthesis of even the most complex issues and concepts.
• A visionary leader who exudes a passion for the mission of the Enterprise.
• Defines ambitious goals and establishes priorities, designing processes, and managing projects and resources that align to achieve those goals.
• Able to handle challenging situations, including complex tasks and interpersonal issues, with a calm, assured, unflagging approach that keeps all “eyes on the prize.”
• A champion of innovation who responds to complex problems and challenges by applying new perspectives and exploring a variety of relevant possible solutions.
• A team player who is willing to work with and patiently align diverse stakeholders who maintain their individual autonomy and decision-making.

Personal Characteristics

• Excellent interpersonal skills and cultural competencies.
• Dynamic, energetic.
• A diplomat with strong persuasive capabilities.
• A bridge-builder.
• Values-driven with a high degree of integrity and moral authority.
• A resilient temperament.
• A consensus-builder who is able to listen to the views of multiple, diverse constituents while persistently working to achieve agreement.
• Experience in and appreciation for multiple global cultures.
• Insightful understanding of people, their agendas and motivations.
• Self-confident but acting with humility as a servant leader.

Excellent benefits, including 403(b) savings plan, medical, dental, STD/LTD, paid vacation, holidays and sick days. The Global HIV Vaccine Enterprise Secretariat is a small, collegial team committed to and passionate about the mission of the Enterprise. Located in the heart of Union Square, a dynamic hub in lower Manhattan, the Enterprise Secretariat office has access to multiple train lines, restaurants, shopping, New York’s largest green market, and close proximity to academic institutions.

Please send a cover letter, your resume and two writing samples of business correspondence to jobs@vaccineenterprise.org with the title Director of Science in the subject line.

The Global HIV Vaccine Enterprise is an Equal Opportunity Employer.