This job posting is for anticipated openings for full-time and Limited Term Employee roles at the Bill & Melinda Gates Foundation. Anticipated postings are often called “Evergreen Requisitions”. Limited Term Employee roles are targeted for 12+ months.
Please read the following two paragraphs carefully:
Evergreen requisitions provide the Bill & Melinda Gates Foundation the means to recruit continually for critical skills needed for anticipated openings. As jobs at the foundation become open that match the needed skills described in this evergreen posting, a Recruiter will contact you should your skills and experience be a good match.
The Senior Program Assistant (SPA) provides administrative support to members of our Program Teams. We are looking for people who enjoy administrative support, who thrive in a dynamic, high-intensity environment and excel at time management, organization and planning skills. Your love of efficiency, attention to detail, resourcefulness and good judgment to ensure smooth operations of the team will make you successful in this role.
- Complex calendar management and travel planning.
- Basic financial duties including expense, budget and invoice reconciliation.
- Records and data management including but not limited to management of the team SharePoint site, maintaining an organized filing system etc.
- Assist with the planning for events, meetings, conferences, retreats and presentations.
- Work on division specific special projects as needed.
- May determine methods and procedures on new assignments and may provide guidance to support staff.
- Interact and communicate clearly and consistently with grantees and partners in the field.
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
- Excellent oral and written communication skills; must be able to communicate effectively with internal and external contacts and have the ability to adjust to a wide variety of working styles.
- Proficient with MS Office Suite.
- Knowledge of foundation priorities and how they align with the goals of the department/division.
Qualifications
- 5 years (SPA) work experience in an office setting is desirable, preferably in an administrative role for a complex and dynamic 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 itineraries, and event planning coordination.
- Excellent oral and written communication skills in an environment requiring diplomacy and good judgment in handling 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 or desire to lead staff via providing training, coaching and handling workload distribution across the admin team.
- Experience establishing organizational systems to improve efficiency and functioning in a changing environment.
- Shown skill with Outlook, Microsoft Office, and PowerPoint is required. Experience MS SharePoint and OneNote preferred, but not required. Experience in learning and mastering new software applications.
- Proven positive, collaborative approach to work, including a commitment to client-service and problem solving.
- The position is based in Seattle, WA and relocation is not offered.