The Program Assistant is a key member of our Global Policy & Advocacy’s Europe and Middle East Office’s administrative support team. The Program Assistant provides dynamic administrative support to multiple colleagues at the Deputy Director and S/PO levels, in support of the overall goals of the team. Efficiency, attention to detail, flexibility and good judgment to ensure smooth operations of the team are critical in this role.
Areas of Responsibility:
- Manage multiple complex calendars with high volumes of appointments and meetings. Assist with prioritizing and balancing workflow by successfully understanding dependencies and relationships.
- Assist in scheduling and planning for events, such as on-site and off-site meetings, conferences, and presentations, which may include coordinating arrangements for participants, handling logistics, preparing and disseminating materials, escorting on-site guests, arranging catering and set up & maintenance of conference rooms.
- Provide communications support and assistance to ensure timely responses to inquiries including answering and prioritizing calls, emails, and mail communications. This role is responsible for high quality interactions and clear and consistent communications with grantees and partners in the field.
- Handle visa applications for international trips, as needed.
- Maintain organized files and records and a system of tracking, monitoring and prioritizing tasks and projects.
- Work on special projects as needed. May include conducting basic research and analysis of data to respond to requests.
- Provide support to fellow members of the support team as needed.
Educational Background:
Bachelor’s degree is preferred and/or equivalent experience previously supporting at least one of the following teams: Communications, Donor Government Relations, Program Advocacy and Communications and/or Global Programs team(s) is strongly preferred.
Skills/Experience:
We believe that energized people, working well together, fueled by great leadership in an inclusive environment in which they thrive, will do phenomenal things.
Core Knowledge and Skills
- Experience setting priorities and meeting deadlines, balancing the needs of multiple individuals
- Experience with international calendaring, travel arrangements and event/meeting planning coordination.
- Excellent 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, in particular MS Outlook. Previous experience using MS SharePoint preferred, but not required. Experience in learning new software applications.
- Demonstrated positive, flexible and collaborative approach to work. Maturity, discretion and a sense of humor.
- Proven relevant work experience in an office setting, preferably in an administrative role for a complex and dynamic organization, interacting intensively with internal and external contacts.
Job Function:
Organization Info
Listing Stats
Post Date:
Jun 28 2019
Active Until:
Jul 28 2019
Hiring Organization:
Bill and Melinda Gates Foundation
industry:
Nonprofit