Executive Office & Legal Affairs Senior Officer

About the job

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, Senior Manager, the incumbent will play a pivotal role in facilitating executive operations and smooth communication flow, supporting governance and legal coordination and managing complex administrative processes.

This position requires a proactive, detail-oriented professional capable of handling sensitive and confidential information while interacting effectively with senior leadership, board members, staff and external stakeholders.

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 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.
• 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 support thepreparation of documentation  for internal and external legal stakeholders.

Qualifications & Experience

• 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.
• 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; an equal 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 some outside GARDP, consistently projecting the image of a reliable and trusted service provider and partner. Engages proactively to identify and address issues that may 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.

GARDP Leadership Competencies

·       Integrity: Leads by example with strong ethics and fairness in decision-making.

·       Communication: Communicates with clarity and empathy across levels and functions.

·       Assertiveness: Advocates for the team and organization with confidence and respect.

·       Agility: Responds rapidly to change while maintaining focus and supporting others.

Candidates must reflect and promote the organization`s core values and behaviours:

·       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.