Program Assistants are key members of all GPA teams. The tasks performed within this large, effective team are not just tasks. They are brush-strokes in a larger canvas of life changing and lifesaving endeavors.
This role provides complex, fast-paced, multi-faceted administrative and organizational support for numerous levels of role within various teams. Efficiency, attention to detail, flexibility and good judgment are critical in this role to ensure smooth operation of the team.
This will be a Floater Program Assistant for Global Policy and Advocacy (including External Comms and Goalkeepers)
This PA will be centered in External Communications (including the exciting Goalkeepers work), projects within and across GPA including cross-cutting team-based tasks. It will require a high level of prioritization, process creation and maintenance, and crisp communication to many stakeholders.
- Provide administrative support including managing heavy and complex calendaring including meetings with high level participants in multiple time zones.
- Document creation, expense report reconciliation, organization, and maintenance of files.
- Assist in scheduling and planning events and partner convenings including coordinating arrangements for participants, managing logistics, and disseminating materials.
- Act as a liaison with internal and external partners, grantees, government officials and consultants.
- Coordinate arrangements and logistics for frequent domestic or international travel.
- Maintain an organized system of tracking, monitoring, and prioritizing tasks and projects.
- Prioritize clear communications to internal and external stakeholders in various formats including email, phone, text and verbal to ensure prompt responses to inquiries.
- Provide high-quality interactions, clear, and consistent communication, representing the many teams supported
- Minimum of 4 years of work experience in an office setting
- Proficiency with MS Office Suite (Excel, Word, PowerPoint, Outlook), SharePoint & Concur are a plus.
Preferred Skills, Attributes and Abilities:
- Administrative experience with a complex and fast-paced organization
- International work experience
Other Skills, Attributes and Abilities:
- Experience with setting priorities, meeting deadlines, and balancing the needs of multiple individuals and teams across the foundation
- Experience with complex calendaring, travel arrangements, and detailed event/meeting planning coordination
- Adept at learning new skills (both hard and soft)
- Adaptability and flexibility to manage from one team structure and work style to another
- Possesses good judgment, maturity, discretion, tact and a sense of humor
- Positive, collaborative approach to work
- Customer service focus
- Excellent organizational skills
- Outstanding oral and written communication skills
- Ability to solve problems in ambiguous situations