This is an interim backfill role to cover for an employee who will be out on parental leave. The duration of the assignment is targeted for 14 months starting in November. However, the start and end dates may change.
Areas of Responsibility:
- Manage complex calendaring, event planning and travel arrangements. Schedule a high volume of appointments, meetings and travel arrangements for Director of Strategy, Planning & Management / Chief of Staff and Special Initiatives Program Officer. Coordinate briefing and meeting materials.
- Assist with the planning for events: all-staff meetings, key leadership meetings, retreats, convenings, and presentations which may include coordinating arrangements for multiple participants, managing participant communication, handling logistics, preparing and disseminating materials.
- Create, update and maintain organized files and records including a system for tracking, monitoring and prioritizing tasks and projects. Compile and process expense reports and reimbursements and check requests.
- Provide communications support & assistance to ensure timely responses to inquiries including answering and prioritizing calls, email and mail communications.
- Lead logistics and annual calendaring for internal facing division wide and leadership meetings, as well as OOP team specific meetings and retreats.
- This role is responsible for high quality interactions and clear and consistent communications with: 1) Grantees and partners in the field. 2) Internal staff acting as face of Director's office and extension of the Office of the President
Educational Background:
Bachelor’s degree preferred with five years’ experience in an administrative role supporting senior management or executives
Skills/Experience:
- A minimum of five years’ work experience in an office setting, 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 assistance
- Excellent oral and written communications skills in a highly professional environment requiring diplomacy and good judgement in managing interactions with individuals at all levels inside and outside the 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, PowerPoint, SharePoint, and OneNote is 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:
Aug 21 2019
Active Until:
Sep 22 2019
Hiring Organization:
Bill and Melinda Gates Foundation
industry:
Nonprofit