We are seeking an exceptional Senior Program Assistant to provide administrative support for a UK based Global Health Executive (and their local leadership team) of a newly created function which will focus on introduction, support, and launch of innovative R&D products. You will also provide on-site support to a small number of Global Health employees based out of the UK office. You are someone that enjoys administrative support, thrive in a fast-paced, high-intensity environment and excel at time management, organization and planning skills. Your entrepreneurial spirit, love of efficiency, attention to detail, resiliency, resourcefulness, discipline and good judgment will make you successful in this role.
Areas of Responsibility:
- Schedule a high volume of meetings with multiple stakeholders and manage complex calendars for team members. Very often meetings are scheduled over a number of time zones (international as well as domestic) and 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 arrangements 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 through milestones and deliverables
- Provide communications support and assistance to ensure timely responses to inquiries
- Act as liaison for team with internal & external partners, answering questions, and routing requests appropriately.
- Take initiative to support the varying needs of the team, processes and / or development of leadership engagement materials, briefings for major events, trips and events that involve senior leadership.
- Draft critical communications to internal or external audiences on director’s behalf and to copy/edit communications or content as needed.
- Navigate the complex global matrix and cross-foundation operations to gather information, identify conflicts and develop relationships required to negotiate schedules, time, materials, deadlines, etc.
- Proactively identify what is needed for the team to operate most efficiently, work closely with the business team and take on additional responsibilities or inputs on behalf of business team to ensure we are fully optimizing all business team roles.
Skills/Experience:
- Senior level work experience in an office setting is desirable, 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 while balancing the needs of providing support for multiple individuals, including calendar management, travel arrangements, and event 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.
- 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.
- Demonstrated proficiency with Outlook, Microsoft Office, and PowerPoint is required. Previous experience MS SharePoint and OneNote preferred, but not required. Experience in learning and mastering new software applications.
- Demonstrated positive, collaborative approach to work, including a commitment to client-service and problem solving.
Job Function:
Organization Info
Listing Stats
Post Date:
Apr 19 2019
Active Until:
May 19 2019
Hiring Organization:
Bill and Melinda Gates Foundation
industry:
Nonprofit