The role of the Senior Assistant is to provide a wide range of administrative and project support activities for operations leaders and their teams, in accordance with the division’s support model. This position reports to the Executive Assistant, HR.
Areas of Responsibility:
- Manage complex calendaring for multiple principals, working with them to determine priorities within their portfolios as well as across the needs of their respective HR and GFET teams.
- Arranging travel (both domestic and international) for multiple principals, including visa/passport assistance, along with expense reconciliation.
- Co-ordination and assistance in support of HR and GFET functions: assist with the planning for team meetings, learning events, key meetings, All-Staffs / retreats, and presentations. Supporting events which may include coordinating arrangements for multiple participants, managing attendee communication, handling logistics, preparing and disseminating materials and guest escorting.
- Create, update and maintain organized files and records including a system for monitoring and prioritizing tasks and projects (OneNote, Sharepoint etc). Contract and invoicing support.
- General communications support and assistance to ensure timely responses to inquiries including email, phone, and mail communications.
Educational Background:
Bachelor’s degree preferred
Skills/Experience:
- Experience managing and/or supervising a team
- A minimum of three years’ work experience in an office setting, 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 assistance
- Excellent oral and written communications skills in an environment requiring diplomacy and good judgement in managing interactions with individuals at all levels inside and outside the organization
- Demonstrated effectiveness meeting deadlines in a role requiring continual attention to detail in composing, typing, and proofing materials
- Experience establishing organizational systems to improve efficiency and functioning in a changing environment
- Demonstrated proficiency with Outlook, PowerPoint, SharePoint, and OneNote is required.
- Experience in learning and mastering new software applications
- Demonstrated positive, collaborative approach to work, including a commitment to client-service and problem solving
Job Function:
Organization Info
Listing Stats
Post Date:
Sep 20 2017
Active Until:
Oct 21 2017
Hiring Organization:
Bill and Melinda Gates Foundation
industry:
Nonprofit