The Program Assistant is a key member of the Vaccine Delivery team, and provides a wide and varied range of administrative and organizational support for up to five senior level managers. Efficiency, attention to detail, flexibility and good judgment to ensure smooth operations of the team are critical in this role.
Areas of Responsibility:
- Provide a wide variety of administrative support including complex calendar management, travel planning, event planning, document creation, and organization and maintenance of files.
- Schedule a high volume of domestic and international meetings, including participant coordination and facilitation of both on and off-site logistics.
- Act as a liaison with internal and external partners, grantees, government officials and consultants, answering and prioritizing telephone calls, email and mail communications.
- Manage complex calendars including scheduling on and offsite meetings with internal and external participants while navigating multiple time zones.
- Coordinate complex international and domestic travel arrangements.
- Maintain an organized system of tracking, monitoring, and prioritizing tasks and projects.
- Assist in scheduling and planning for events, such as meetings, conferences, and presentations, which may include coordinating arrangements for participants, handling logistics, preparing and disseminating materials.
- Create, update and/or maintain organized files and records.
- Compile and process expense reports, reimbursements, and check requests, in an accurate and timely manner.
- Provide communications support and assistance to ensure timely responses to inquiries.
Educational Background:
Bachelor’s degree is preferred but not required.
Skills/Experience:
- 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, and balancing the needs of multiple individuals.
- Experience with calendaring, travel arrangements, and event/meeting planning coordination.
- Strong customer service focus and excellent organizational skills desired.
- International experience strongly preferred.
- Impeccable 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.
- Ability to problem solve through situations that have undefined boundaries, lack of clarity or missing information.
- Demonstrated proficiency with MS Office is required; MS Outlook in particular. Previous experience using MS SharePoint preferred, but not required. Experience in learning new software applications.
- Demonstrated positive, collaborative approach to work.
- Maturity, discretion and a sense of humor.
- Relocation benefits are not provided for this role; local candidates only.
Job Function:
Organization Info
Listing Stats
Post Date:
Jan 9 2018
Active Until:
Feb 9 2018
Hiring Organization:
Bill and Melinda Gates Foundation
industry:
Nonprofit