HealthAI - The Global Agency for Responsible AI in Health

Deadline for submissions: 8th September 2024

HealthAI (formerly known as I-DAIR) is Geneva-based nonprofit organization focused on the use of Responsible AI in the health sector. It has recently launched a new strategy to work with countries to expand their capacity to regulate AI in health systems by establishing and supporting in-country regulatory mechanisms. Similar to the process for pharmaceuticals and medical devices, these regulatory mechanisms review, validate, and certify AI technologies against standards of safety, ethics, and efficacy. By working closely with international organisations, implementing global standards and forging connections between countries, HealthAI strengthens the global ecosystem that puts safe, effective AI tools in the hands of health workers and patients around the world. 

More information about HealthAI can be found here.  

HealthAI is currently looking for an Administrative Assistant to support the HealthAI CEO and team members with operational tasks and day-to-day functioning of the organisation. This is a full-time position (100%) based in Geneva, Switzerland. Candidates must have the authorization to work in Switzerland. The expected start date is October 1st.

Job Description

The Administrative Assistant will report to the HealthAI CEO, and work closely with the COPO. The specific duties include:

• Assist in the preparation of documents, including formatting, editing and proofreading;
• Liaise with internal and external stakeholders to finalise and obtain necessary approvals and signatures for MOUs, service agreements, and other official documents;
• Assist in the organisation of events and travel missions, including venue reservations, preparation of participant lists, logistics, and follow-up on mission reports;
• Coordinate the HealthAI’s calendar, supporting team to organise meetings and plan events;
• Coordinate the CEO's calendar, responding to internal and external requests for meetings;
• Liaise with accounting on key tasks including sending invoices and reimbursement claims for processing, requesting honorarium payments, and keeping track of overall expenditure;
• Managing office supplies and inventory; 
• Take meeting minutes and follow up on action items.

Candidate Qualifications

• Bachelor degree or equivalent training/experience in Business Administration;
• 2-4 years of proven administrative experience in an international environment (non-profit sector preferred); 
• Knowledge of MS Office package, Google suite, Slack, Salesforce and virtual meeting platforms (e.g. Microsoft Teams, Zoom, WebEx, etc.)
• Excellent knowledge of English, with fluency in French (B2 level or above) a strong advantage.

Personal skills and competencies

• Excellent organizational skills and ability to work independently within a relatively flat organisational structure;
• Positive and energetic team player, able to maintain contact with colleagues at all levels, including those working remotely;
• Able to work under high pressure and short deadlines in a fast-paced environment;
• Strong diplomatic skills and cultural sensitivity.

How to apply

Applications should be submitted in English and by email only. The following set of documents is required:

• A cover letter explaining your suitability to fulfil this assignment (1-page limit);
• A CV detailing relevant past experiences, as well as indicating your current location and nationality / work permit for Switzerland, if applicable (2-page limit).
• Swiss work permit strongly preferred 

Complete applications should be sent to the HR department (hr@healthai.agency) with the subject “Application: Administrative Assistant”. Please include the required attachments merged into a single PDF.

Deadline for submissions: 8 September 2024 (midnight, CEST). Please note that incomplete applications will not be accepted.

We are committed to diversity and especially encourage members of underrepresented communities to apply. 

Applications will be reviewed on a rolling-basis.

Due to the large number of applications, we are only able to inform the successful candidates about the outcome or status of the selection process.