Are you passionate about making a difference globally? Do you yearn to utilize your strategic and organizational skills to support an executive dedicated to ensuring every person has the opportunity to live a healthy, productive life? If you answered "yes", this Senior Program Assistant role is the job for you!
The Strategy and Insights team within Global Delivery Programs (GDP) strategically and operationally supports three groups (Health Systems; Health Products, Programs, and Markets; and Health Funds and Partnerships). This team is accountable for deeply understanding our consumers and bringing those insights together across all of GDP.
As a Senior Program Assistant, you will provide executive administrative support to the Director. We are looking for people who are passionate about execution; thrive in a dynamic, high-intensity environment; and possess strong time management, organizational, and planning skills. Your passion for efficiency, attention to detail, resourcefulness, good judgment, and ability to ensure smooth operations of the team will make you successful in this role!
- Perform complex calendar management and travel planning; schedule a high volume of appointments/meetings over several time zones both domestic and international.
- Plan off-site meetings, events, retreats, conferences, and presentations. You may also coordinate arrangements for participants, balancing logistics, preparing and disseminating materials.
- Provide communications support and assistance to ensure timely responses to inquiries.
- Work enthusiastically and take initiative to support the varying needs of the team. Act as strategic liaison for team with partners, answering questions, and routing requests appropriately.
- Act as a strong leader both for the Program Assistants (PAs) and Deputy Directors that will be managing the PAs.
- Plan and track extensive domestic and international travel for the Director and team (including securing visas when required). Travel itineraries may also be required for participants of foundation sponsored meetings.
- Achieve basic financial duties including expense, budget and invoice reconciliation.
- Provide record and data management including but not limited to management of the team SharePoint site, maintaining an organized filing system etc.
- Work on division specific special projects as needed.
- Strategize 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.
- Compile and process invoices, expense reports, reimbursements, and check requests with accuracy and timeliness for the team members and participants of meetings.
- Maintain an organized system of tracking, monitoring, and prioritizing tasks and projects
- Strong organizational skills, leading tasks, workflow, and communication.
- Ability to anticipate and adapt to needs of growing and changing team.
- Aptitude for understanding top-line strategies and priorities, and ability to connect detailed work and tradeoffs to those overarching pieces.
- Discretion and maturity, particularly regarding sensitive decisions and tradeoffs.
- Demonstrated experience in executive or senior assistant positions.
- Excellent communicator – both verbal and written.
- Capability to maintain a holistic view of team to anticipate needs and allow for proactive planning.
- Accountable for building and making the connections across the team/division.
- Responsible for keeping a pulse on overall team/division’s health and morale.
- 3+ years executive assistant and/or administrative experience.
- Excellent verbal and written communication skills; communicates 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 organizational priorities and how they align with the goals of the department/division.