This is an interim backfill role to cover for an employee who will be out on parental leave. The duration of the assignment is targeted for 15 months starting in October 2019. However, the start and end dates may change.
The Program Assistant provides wide and varied administrative, calendar, organizational and project support for the Pacific Northwest Team. This role represents an opportunity for an internal candidate to take on a broad range of responsibility in support of the PNW Team, including calendaring, convenings, and special projects. Someone who seeks variety and new challenges would thrive in this role, and someone who is eager to get connected with the foundation’s local work would enjoy getting to collaborate with our local partners. We are seeking candidates who learn quickly, and who can flex to adapt to needs across the team.
- Schedule a high volume of appointments and meetings across complex calendars for multiple people.
- Scheduling, planning, and managing events, such as meetings, conferences, convenings and presentations, which may include coordinating arrangements for participants, handling logistics, preparing and disseminating materials.
- Maintain electronic records and a well-organized system for tracking, monitoring and prioritizing tasks and projects across multiple supported staff.
- Work on special projects; may include conducting basic research and analysis of data, tracking expenses for meeting attendees and coordinating leadership documentation submission.
- This role is responsible for high-quality interactions and clear and consistent communications with grantees and partners in the field that represent linguistically and culturally diverse communities.
- Act as liaison for team and internal partners, answering questions and routing requests as appropriate.
- Includes making travel arrangements for convenings attendees and organizing and submitting expense reimbursements for both program staff and partners.
- Active engagement in learning opportunities, including participation in team skill-building, collaboration and racial equity learning agenda.
- Sets priorities and meets deadlines while balancing needs of providing support for multiple individuals, including complex calendar support, travel and event planning.
- Excellent oral and written communication skills in an environment requiring diplomacy and good judgment in managing interactions with individuals representing diverse linguistic and cultural backgrounds 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 establishing organizational systems to improve efficiency and functioning in a changing environment.
- Flexibility in meeting changing organizational and team needs accompanied by a willingness to work with shifting role priorities to prioritize collaboration and team work.
- Proficiency with MS Office Suite, SharePoint and data tracking.
- Ability to work lawfully in the US is a requirement of this position.
- Relocation benefits are not provided for this role; seeking local candidates.