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.