The Senior Program Assistant provides administrative support to the Integrated Development team and its Director. We are looking for people who enjoy administrative support, who thrive in a fast-paced, 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 make you successful in this role.
Areas of Responsibility:
- Schedule a high volume of appointments/meetings with multiple stakeholders and manage complex calendars for several team members. Very often meetings are scheduled over a number of time zones (international as well as domestic) and often include multiple communication links (i.e. conference call numbers and/or video conferencing).
- Make arrangements for and track extensive domestic and international travel for several team members (including securing visas when required). Travel arrangements 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 several 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, manage and mentor other assistants on the team
- Provide communications support and assistance to ensure timely responses to inquiries
- Act as liaison for team with internal & external partners, answering questions, and routing requests appropriately.
- Work proactively and take initiative to support the varying needs of the team.
- Leadership engagement – support the process and / or development of leadership engagement materials, briefings for major events and other trips and events that involve senior leadership.
- Communications –draft critical communications to internal or external audiences on director’s behalf and to copy/edit communications or content as needed.
- Cross-Foundation Operations Knowledge – navigate the complex global matrix and cross-foundation operations in order to gather information, navigate complex needs, proactively identify conflicts and has the relationships required to negotiate schedules, time, materials, deadlines, etc.
- Rhythm of Business – proactively identify what is needed for the team to operate most efficiently, work closely with the business team and take on RoB responsibilities or inputs on behalf of business team to ensure we are fully optimizing all business team roles.
Skills/Experience:
- 5 years work experience in an office setting is desirable, preferably in an administrative role for a complex and fast-paced 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 arrangements, and event planning coordination.
- Excellent oral and written communication skills in an environment requiring diplomacy and good judgment in managing 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.
- Desire to manage staff via providing training, coaching and overseeing workload distribution across the admin team
- Experience establishing organizational systems to improve efficiency and functioning in a changing environment.
- Demonstrated proficiency with Outlook, Microsoft Office, and PowerPoint is required. Previous experience MS SharePoint and OneNote preferred, but not required. Experience in learning and mastering new software applications.
- Demonstrated positive, collaborative approach to work, including a commitment to client-service and problem solving.
- The position is based in Seattle, WA.
Job Function:
Organization Info
Listing Stats
Post Date:
Jul 28 2018
Active Until:
Aug 28 2018
Hiring Organization:
Bill and Melinda Gates Foundation
industry:
Nonprofit