The Program Assistant is a key member of the team. This role provides administrative and organizational support for up to five senior level managers. Efficiency, attention to detail, flexibility and good judgment are critical in this role to ensure smooth operation of the team. The Program Assistant in this position will balance heavy scheduling for the team including scheduling high-level, VIP visits to the foundation. Project support may be needed from time to time, specifically related to events, VIP visits, and other time sensitive occasions.
Areas of Responsibility:
- Provide administrative support including document creation, expense reports, reimbursements, check requests, organization, and maintenance of files.
- Manage complex calendars including meetings with participants in multiple time zones.
- Assist in scheduling and planning events including coordinating arrangements for participants, handling logistics, and disseminating materials.
- Act as a liaison with internal and external partners, grantees, government officials and consultants – with an expectation of working with VIP partners.
- Coordinate arrangements and logistics for frequent domestic or international travel.
- Maintain an organized system of tracking, monitoring, and prioritizing tasks and projects.
- Provide administrative support including document creation, expense reports, reimbursements, check requests, organization, and maintenance of files.
- Prioritize communications to ensure prompt responses to inquiries.
- Provide high-quality interactions, clear, and consistent communication.
Educational Background:
Bachelor’s degree preferred
Skills/Experience:
- A minimum of 3 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
- Is highly proactive in identifying team needs and opportunities and helps champion and resolve them.
- 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
- 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
- Experience in learning and mastering new software applications
- Demonstrated positive, collaborative approach, with a commitment to client-service and problem solving
- Must be flexible and adaptable to change
Job Function:
Organization Info
Listing Stats
Post Date:
Oct 3 2019
Active Until:
Nov 3 2019
Hiring Organization:
Bill and Melinda Gates Foundation
industry:
Nonprofit