The Senior Program Assistant (SPA) is a key member of the Gender Equality (GE) and GGO OoED teams and provides a wide range of administrative and project support activities for program leaders and staff in support of the overall goals of the teams. The teams are looking for a candidate with a calm demeanor under pressure who can adapt quickly and build relationships with relative ease. We look to the SPA to keep a pulse on the team energy and culture and require a candidate who has a passion for supporting the team morale. The ability to have foresight into potentially tricky situations is highly prioritized as the SPA is given a great amount of responsibility and autonomy in working to support the team.
Key Duties may include all or a combination of the following:
Support to two Directors and possibly one Deputy Director which includes:
- Scheduling a high volume of appointments/meetings and managing extremely complex calendars. Very often meetings are scheduled over several time zones (international as well as domestic) and often include multiple communication links (i.e. conference call numbers, online, and/or video conferencing.)
- Making arrangements for and tracking extensive domestic and international travel (including securing visas when required). Travel arrangements may also be required for participants of foundation sponsored meetings. Compiling and processing of invoices, expense reports, reimbursements, and check requests with accuracy and timelines.
- Overseeing space management for GE.
- Assisting with the planning for events, key leadership meetings, retreats, convenings and presentations which may include coordinating arrangements for multiple participants, managing participant communication, handling logistics, preparing and disseminating materials.
- Creating, updating and maintaining organized files and records including a system for tracking, monitoring and prioritizing tasks and projects. Compiling and processing expense reports and reimbursements and check requests.
- Providing communications support & assistance to ensure timely responses to inquiries including answering and prioritizing calls, email and mail communications.
- Effectively managing relationships and communicating tactfully and gracefully.
- Acting as liaison for team and internal partners, answering questions and routing requests as appropriate.
- This role is responsible for high quality interactions and clear and consistent communications with grantees and partners in the field.
This position is Limited-term for 12 months
As part of our standard hiring process for new employees, employment with the Bill and Melinda Gates Foundation will be contingent upon successful completion of a background check.