Executive Assistant to the Country Director

About PAMA:

The Palestinian American Medical Association (PAMA) is a U.S.–registered 501(c)(3) nonprofit organization established in 2013 by dedicated Palestinian-American healthcare professionals in the United States. Our distinctive structure positions the Washington, D.C. headquarters as the hub for strategic fundraising, donor relations, and advocacy, while our country office in Palestine manages on-the-ground program implementation.

PAMA addresses critical healthcare needs in Palestine through targeted medical assistance, humanitarian aid, and robust medical education initiatives. Our core programs: Healthcare, Education, and Livelihood, focus on enhancing healthcare capacity, supporting medical professionals, and fostering long-term community resilience and well-being in Palestine. Joining PAMA means contributing to a mission-driven organization dedicated to improving lives through impactful, sustainable healthcare solutions.

Position Summary:

The Executive Assistant to the Country Director provides high-level administrative, logistical, and communication support to the Country Director of the Palestine Country Office. This role is essential in ensuring efficient office operations, internal coordination, and effective stakeholder communication in an efficient and timely manner. The Executive Assistant will also support project tracking, documentation, and field activity coordination in line with PAMA’s operational goals and mission.

Key Responsibilities:

1. Administrative Support:

• Manage and organize the Country Director’s calendar, including scheduling meetings, appointments, and events.
• Prioritize and coordinate internal and external engagements to optimize the CD’s time.
• Serve as the primary point of contact for the CD’s office, managing correspondence and inquiries with discretion and professionalism.
• Prepare briefing documents, agendas, and minutes for high-level meetings and follow up on action items.
• Maintain organized physical and digital office filing systems.
• Handle incoming and outgoing communications, including emails, phone calls, and mail.

2. Office Management:

• Oversee day-to-day office operations, ensuring smooth administrative functions.
• Ensure availability of office supplies and proper functioning of office equipment.
• Coordinate logistics for meetings, workshops, and events including venues, catering, and communication.
• Support finance-related tasks such as processing invoices, expense reports, and budget tracking for the executive office.
• Process expense reports, petty cash, invoices and all financial supporting documents in compliance with organizational policies.
• Ensure compliance with organizational policies in all administrative processes.3. Coordination and Communication:

• Act as liaison between the Country Director and internal/external stakeholders.
• Facilitate effective communication with PAMA staff, partners, and donors.
• Assist in the preparation of briefing materials, presentations, and talking points.
• Draft and edit professional correspondence, reports, and presentations on behalf of the COUNTRY DIRECTOR.
• Handle confidential information with a high level of integrity and discretion.
• Manage the COUNTRY DIRECTOR’s inbox and prioritize emails requiring immediate attention.
• Liaise with internal departments and external partners to ensure clear and effective communication.
• Prepare executive reports, donor updates, and key business documents with accuracy.

4. Project and Program Support:

• Provide Tracking systems for deadlines, deliverables, and milestones for country-level projects and agreements with partners.
• Support in the collection, formatting, and organization of data for reports and proposals.
• Provide operational and logistical support for field visits and program implementation activities.

5. Other Duties:

• Perform additional administrative or operational tasks as assigned by the Country Director.

جميع الحقوق محفوظة لموقع جوبس.

Skills & Experience:

• Bachelor’s degree in Business Administration, Management, Public Health or a related field.
• Minimum 3–5 years of administrative experience within an INGO setting is required.
• Strong organizational and time-management abilities is required.
• Excellent written and verbal communication skills in both Arabic and English languages.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Core Competencies & Values Alignment

• Organizational Excellence: Demonstrates high standards in managing time, tasks, and resources to ensure a well-functioning office environment. In addition to ability to prioritize, multitask, and meet deadlines under pressure.
• Communication: Maintains clear, respectful, and professional communication in both Arabic and English with internal and external stakeholders.
• Discretion and Confidentiality: Exercises sound judgment in handling sensitive information and maintains the highest level of confidentiality at all times.
• Adaptability: Responds effectively to shifting priorities and remains calm under pressure, adjusting quickly to meet evolving needs.
• Collaboration: Works proactively with colleagues across departments and offices to ensure smooth coordination and alignment.
• Cultural Competence: Shows cultural awareness and sensitivity in working with local and international partners.
• Integrity and Mission Alignment: Embodies PAMA’s humanitarian values and demonstrates deep commitment to the organization’s mission to improve healthcare access in Palestine.

Work Environment & Expectations:

• Office based in Ramallah, Palestine
• Availability: Flexible working hours, including weekends and evenings when required.

Interested candidates need to submit an up-to-date CV (resume) and cover letter outlining their relevant experience and motivation for applying, no later than 28 June 2025, to [email protected], clearly indicating the position title in the subject line.

Palestinian American Medical Association is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.