Administrative/Support, Other Staff/Administrative, Project/Program Management/Planning, Staff/Administrative
This job posting is for anticipated openings for Full-Time and Limited Term Employee roles at the Bill & Melinda Gates foundation. Anticipated Postings are often called “Evergreen Requisitions”. Limited Term Employee roles are targeted for 12+ months.
Please read the following two paragraphs carefully:
Evergreen requisitions provide the Bill & Melinda Gates foundation the means to recruit continually for critical skills needed for anticipated openings.
As jobs at the foundation become open that match the needed skills described in this Evergreen posting, a recruiter will contact you should your skills and experience be a good match.
The Program Assistant/Senior Program Assistant provides administrative support to members of our Program Teams. We are looking for people who enjoy administrative support, who thrive in a dynamic, high-intensity environment and excel at time management, organization and planning skills. Your love of efficiency, attention to detail, resourcefulness and good judgment to ensure smooth operations of the team will make you successful in this role.
Schedule a high volume of appointments/meetings and manage complex calendars for team members. Very often you will schedule meetings over a number of time zones (international as well as domestic) and may include multiple communication links (i.e. conference call numbers and/or video conferencing). Make arrangements for and track extensive domestic and international travel for the team (including securing visas when required). Travel itineraries may also be required for participants of foundation sponsored meetings. Compile and process invoices, expense reports, reimbursements, and check requests with accuracy and timeliness for the team members and participants of meetings. Schedule and plan for on-site as well as off-site meetings, conferences, and presentations, which may include coordinating arrangements for participants, handling logistics, preparing and disseminating materials. Maintain an organized system of tracking, monitoring, and prioritizing tasks and projects. Supervise other assistants on the team Provide communications support and assistance to ensure timely responses to inquiries including: Act as liaison for team with internal & external partners, answering questions, and routing requests appropriately. Work enthusiastically and take initiative to support the varying needs of the team.
3 years (PA) to 5 years (SPA) work experience in an office setting is desirable, preferably in an administrative role for a complex and dynamic organization, interacting intensively with internal and external contacts. Experience setting priorities and meeting deadlines while balancing the needs of providing support for multiple individuals, including calendar management, travel itineraries, and event planning coordination. Excellent oral and written communication skills in an environment requiring diplomacy and good judgment in handling interactions with individuals at all levels inside and outside an organization. Demonstrated effectiveness meeting deadlines in a role requiring continual attention to detail in composing, typing, and proofing materials. Experience or desire to lead staff via providing training, coaching and handling workload distribution across the admin team Experience establishing organizational systems to improve efficiency and functioning in a changing environment. Shown skill with Outlook, Microsoft Office, and PowerPoint is required. Experience MS SharePoint and OneNote preferred, but not required. Experience in learning and mastering new software applications. Proven positive, collaborative approach to work, including a commitment to client-service and problem solving. The position is based in Seattle, WA and relocation is not offered.
As part of our standard hiring process for new employees, employment with the Bill and Melinda Gates Foundation will be contingent upon successful completion of a background check.
The Bill & Melinda Gates Foundation is dedicated to the belief that all lives have equal value. We’re committed to creating a workplace where employees thrive both personally and professionally. We also believe our employees should reflect the rich diversity of the global populations we aim to serve—in race, gender, age, cultures and beliefs—and we support this diversity through all of our employment practices.
All applicants and employees who are drawn to serve the mission of the Bill & Melinda Gates Foundation will enjoy equality of opportunity and fair treatment without regard to:
From poverty to health, to education, the Bill and Melinda Gates foundation focuses on improving the lives of billions of people worldwide. There are four problem areas the organization focuses on; the Global Development Division, Global Health Division, United States Division, and Global Policy & Advocacy Division. In developing countries the foundation focuses on improving the health and wellness of people as well as helping children and families escape from extreme hunger and poverty. In the United States, the foundation focuses on low-income families and makes sure that everyone has opportunities to receive an education that will help them succeed. The foundation works with numerous organizations around the world to tackle critical problems and addresses challenging inequalities. The headquarters of this organization is based in Seattle, Washington, one of the most proactive global health and non-profit cities in the world.