Executive Assistant

Position Title: Senior Associate, Medicine Security Operations Location: Remote/Hybrid - within commutable distance to Stamford, CT (in person ~5 times per quarter) Reports to: SVP, Medicine Security, with dotted line reporting to Associate Director, Operations Compliance Direct Reports: None Assignment Type: Full time, Exempt Hiring Range: $56,420 to $62,000 USD gross annually Benefits: Visit our Careers page to learn about our benefits About Americares Global Health Starts with YOU! Americares is a global health and disaster relief organization that helps people and communities around the world access health in times of disaster and every day. Each year, Americares reaches 85 countries on average, including the United States, with life‑changing health programs, medicine, medical supplies and emergency aid. Americares is one of the world’s leading nonprofit providers of donated medicine and medical supplies. For more information, visit americares.org. We create global community, treating people as they want to be treated. We respond effectively and responsibly, putting plans into practice. We embed ethics and equity in our work and workplace. We are better together; partnership is at our core. We ask and listen, to create sustainable solutions for a healthier tomorrow. We commit to quality, growing and improving to ensure individuals and communities thrive. About the Position The Senior Associate, Medicine Security Operations provides key executive and compliance support for the Medicine Security (MedSec) team. This position will help the division maintain their policies and procedures, oversee recall processes, and ensure required wholesale distribution licensing is valid. The position also provides high‑level administrative and operational support to the Senior Vice President and MedSec leadership, including coordinating meetings, preparing materials, tracking operational plans and budgets, supporting expense reporting, and managing travel coordination. Through compliance and executive support, the role strengthens communication, efficiency, and alignment across the MedSec team. Beyond operational and compliance support, this role plays an important part in supporting MedSec leadership shape the culture and cohesion of the Medicine Security team. The Senior Associate will help foster connection and collaboration across MedSec by supporting team meetings, communications, and planning processes that keep the division aligned and focused on a shared mission. The position will be mostly remote with an expectation to work onsite in the Stamford headquarters to support audits, kitting events, and team meetings. Key Outcomes In the first 90 days, the Senior Associate will: Learn and live the Americares values Complete all required new hire onboarding trainings Provide core executive support (meeting coordination, conference mapping, tracking action items, presentation preparation, SharePoint updates) Build foundational knowledge of regulatory requirements and support audit documentation and SOP compliance packets Identify gaps and inconsistencies across SOPs, training materials, and process documentation Support recall monitoring, records retention processes, and licensing documentation compliance In the first 6 months, the Senior Associate will: Inventory and organize MedSec Programs and Corporate Product Donation policies, procedures, SOPs, and training materials; begin standardizing format and content Support audits, manage follow‑ups, and partner on process mapping aligned to regulatory requirements Ensure alignment across SOPs, training materials, and compliance documentation; support training tracking Manage recall processes, licensing renewals, document retention, and partner renewal workflows Help coordinate and set up Medicine Security team retreat Drive coordination, tracking of plans/budgets, and operational effectiveness across MedSec leadership In the first year, the Senior Associate will: Provide operational and executive support for functions including planning, budgeting, and organizational initiatives Coordinate cross‑functional initiatives and improve communication, efficiency, and documentation alignment Lead standardization and maintenance of policies, procedures, and audit‑ready documentation library Serve as key compliance support for audits, CAPA processes, and audit readiness across teams Support scalable systems for compliance tracking (SOPs, training, licensing, records retention, renewals) Duties and Responsibilities Actively model and contribute to Americares values, work culture and mission Engage in and contribute to team spaces with openness, global competencies, and a growth mindset Executive Administrative Support: Provide high‑quality administrative support to SVP, Medicine Security by managing calendar and scheduling, coordinating travel arrangements, developing social media communication, organizing team meetings, and other activities Operational Support: Provide administrative support to MedSec leadership team, including meeting coordination, expenses & travel, team building activities, developing presentation materials, action tracking, reporting, budgeting support, communications, and departmental planning to improve team efficiency and alignment Program & Partner Coordination: Support cross‑functional programs, including partner renewals, process tracking, and issue resolution, while improving workflows and ensuring timelines and requirements are met Compliance Program & Audit Management: Support the development, standardization, maintenance, and annual review of policies, procedures, and process documentation to ensure alignment with regulatory requirements and operational consistency; coordinate audit responses and findings to ensure adherence to wholesale distribution and other regulatory standards Training & Documentation Oversight: Ensure alignment across SOPs, training materials, and business process documentation; support compliance training initiatives and track staff training completion and records Operational Compliance & Risk Management: Manage recalls, monitor inventory for compliance issues, oversee records retention practices, and handle licensing renewals to ensure ongoing regulatory compliance and risk mitigation. Other duties and responsibilities as assigned Competencies required for the role Exceptional organizational skills with a strong focus on accuracy, documentation, and process consistency Understanding of compliance concepts with the ability to learn and interpret regulations, standards, and policies Ability to manage complex information (policies, audits, training, records) while proactively identifying gaps and driving standardization and continuous improvement Strong collaboration and communication skills to work effectively across teams and leadership levels Ability to manage competing priorities while meeting deadlines and maintaining high‑quality output, supporting both operational and executive priorities Ability to identify compliance gaps, interpret audit findings, support root cause analysis, and help implement corrective and preventive actions Familiarity with data tracking and operational management tools such as SharePoint, Excel, and / or similar platforms Strong professional writing skills, including the ability to draft and edit presentations, compliance documentation, and internal and external communications to a high standard of clarity and quality Ability to handle sensitive information (audits, compliance issues, executive communications) with confidentiality, sound judgment, and professionalism Ability to effectively organize, track, and maintain large volumes of information across policies, audits, training materials, and communications Ability to drive adoption of new processes, policies, or tools across teams Preferred competencies Fluency in languages that are spoken in at least one of our core locations (India, Philippines, Tanzania, El Salvador, Puerto Rico, Colombia, etc.), in addition to English. Core competencies of the organization Ownership and results Communication Problem solving Equity and inclusion Teamwork and conflict resolution Leadership US work authorization without restriction is required for this role. Candidates must be currently living within a commutable distance to Stamford, CT US headquarters office, going approximately 5 times a quarter in person. Recruitment Process Written application - resume and answering questions Virtual Interview with People and Talent (1 hour) Virtual Interview with Hiring Manager Virtual Panel Interview with MedSec Leadership #J-18808-Ljbffr