The Senior Program Assistant (SPA) is a key member of the Integrated Delivery team. This role provides a wide and varied range of organization and administrative support to the Integrated Delivery Director and is also responsible for assisting with project coordination and working as part of a team of other assistants in Seattle and our regional offices in the UK, Africa, China and India to support the overall work and ensure the smooth running of the team.
Areas of Responsibility:
- Managing complex calendars of the Director; including scheduling of high volumes of domestic and international meetings and appointments.
- Coordinating travel arrangements and logistics for frequent international travel.
- Scheduling and planning events, meetings, conferences, and presentations which may include coordinating arrangements for participants, handling and planning logistics and disseminating materials.
- Compiling and processing expense reports and reimbursements in a timely manner.
- Handling confidential and non-routine information with sensitivity.
- Creating and maintaining department files.
- Supporting communications to ensure timely responses to inquiries including acting as liaison for team with internal partners, answering questions, routing requests appropriately, drafting and editing correspondence, taking and distributing minutes of meetings, and email management.
- Providing advice, guidance and support to Program Assistants within the office and represent the PAs in meetings with the Director.
- As a member of the office of the Director, may organize Leadership Team meetings, including the preparation and follow-up of management team meetings.
- Assisting with reception cover and set-up for meetings and events taking place in the office, as required.
- Taking initiative to support the varying needs of the team.
- This role is responsible for high quality interactions and clear and consistent communications with grantees and partners in the field.
- Act as liaison with internal and external partners, grantees, government officials and consultants. Cultivate solid working relationships with staff and a broad range of senior contributors including community leaders, consultants, grantees and public officials.
Educational Background:
Bachelor’s degree preferred
Skills/Experience:
- 5 to 7 years’ experience in an administrative role supporting senior management or executives.
- Experience setting priorities and meeting deadlines while balancing the administrative needs of multiple individuals, including calendar management, travel arrangements, and event planning coordination.
- Excellent oral and written communication skills and strong attention to detail.
- Experience in an environment requiring diplomacy and good judgment in managing interactions inside and outside an organization, with individuals at all levels, including the very senior.
- Ability to deal with and work through ambiguity.
- Management experience providing guidance to and supervising the work of others is highly desirable.
- Experience establishing organizational systems to improve efficiency and functioning in a changing environment.
- Demonstrated proficiency with the Microsoft Suite: MSWord, Outlook, Excel, and PowerPoint is required. Familiarity using Microsoft SharePoint is preferred.
- 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:
Feb 1 2018
Active Until:
Mar 1 2018
Hiring Organization:
Bill and Melinda Gates Foundation
industry:
Nonprofit