Senior Program Assistant, Office of the President, Global Policy and Advocacy

Bill & Melinda Gates Foundation - Seattle, WA 98109 (Westlake area)
Estimated $78.5K - $99.4K a year

The Foundation

We are the largest nonprofit fighting poverty, disease, and inequity around the world. Founded on a simple premise: that people everywhere, regardless of identity or circumstances, should have the chance to live healthy, productive lives. By building a global and cultural workplace that supports greater diversity, equity, and inclusion — of voices, ideas, and approaches — together with our employees and partners, we can help all people improve their lives from poverty and health to education. As an organization we offer full healthcare premiums coverage, generous paid time off, contribution to your retirement fund, several employee communities, and a commitment to embedding diversity, equity, and inclusion into everything we do.

The Team

The mission of the Global Policy & Advocacy (GPA) program is to understand and shape the public policy debates affecting the foundation’s work, build support for its major program and policy objectives, and develop partnerships and alliances that can advance the foundation’s policy objectives nationally and globally. Because the foundation’s resources alone are not enough to solve the challenges ahead, GPA also supports advocacy efforts to engage diverse stakeholders and promote innovative solutions that advance our program goals. We work in close partnership with grantees, our colleagues in the Global Health and Global Development Programs, the Executive office, and foundation Communications to build the environment in which all people have the opportunity to lead healthy and productive lives.

This position reports to the Executive Assistant.

**This application will close end of day Tuesday, December 13**

Your Role

Provide a wide and varied range of senior level administrative and organizational support to the Director of Strategy, Planning and Management and the Chief of Staff in the Office of the President. The DSPM/CoS in the Office of the President is a new role created in the last year and while the framework of the Office of the President is in place, new staff are still being hired. The administrative support model is established but the administrative support structure may adjust over time. We are seeking a candidate that is comfortable with a dynamic work environment, energized by building teams and creating connections and brings an optimistic disposition to the division. The ideal candidate can handle high workloads and competing demands with, poise, and flexibility, while meeting deadlines all with strong verbal and written communication skills.

Excellent judgement, proactive thinking and action, ownership of assigned responsibilities, resourceful problem solving and acting with integrity and discretion are all critical skills for success in this role. This role facilitates and coordinates a range of critical tasks and projects in support of the team, the Senior/Program Assistant (S/PA) community, and the GPA division. Working in collaboration, acting as a team player, and with a sense of humor is essential for success. In addition, a proactive, versatile, adaptive willing to pitch in where needed and a teamwork focused approach is paramount for success.

What You’ll Do

  • Manages constantly changing, complex calendars including meetings with participants in multiple time zones, both internal and external to the foundation. Proactively anticipates needs – weekly planning, resolving scheduling conflicts, optimizing short- and long-term schedule, agenda planning, reminders, Coordinates daily workflow and approval requests for Director/Chief of Staff.

  • Provide operational support, including, but not limited to, knowledge management, maintaining an organized virtual filing system, creating/tracking team meeting agendas, capturing action items from key meetings/convenings.

  • Manage domestic and international travel arrangements and itineraries, including international visa applications.

  • Manages expenses including expense, budget, invoice, and credit card reconciliations.

  • Assist and lead with the planning and logistics for team events, various meetings of complexity and size, conferences, retreats, presentations, communications out to participants.

  • Act as a liaison with internal and external partners, and consultants.

  • Confidently manage confidential and sensitive information.

  • Other duties as assigned.

Your Experience

  • A minimum of 5-7 years' work experience in a senior administrative role for a complex and fast-paced organization.

  • Experience establishing and maintaining organizational systems to improve efficiency and successfully working in a changing environment.

  • Experience in a role requiring collaboration within a complex, matrixed organization and externally.

  • Proven ability to lead and influence others. Demonstrated ability to work with efficiency, diplomacy, and flexibility particularly as part of a team.

  • Experience working on teams with diverse cultural and professional backgrounds.

  • Experience setting priorities and meeting deadlines while balancing the needs of multiple individuals.

  • Complex Calendar management, travel arrangements, and event planning assistance.

  • Proficient with MS Office Suite including Outlook, Teams, PowerPoint, and Excel.

Other Attributes

  • Demonstrates ability to quickly learn in-depth and up-to-date knowledge of foundation administrative and policy guidelines.

  • Leads by example and sets standards for professional behavior by displaying a positive attitude about the foundation and the work to be done. Addresses issues in an open, constructive, and professional manner with a bias towards action and problem solving.

  • Exceptional interpersonal and communications skills to enable effective and efficient workflow across a variety of foundation systems and among multiple stakeholders.

  • Adapts approach, goals, and methods to achieve solutions and results in dynamic situations, helping others deal with the ongoing demands of change.

  • Ability to work independently and as part of an integrated, diverse team. Seeks input from and values the uniqueness of people of different groups and cultures and has a strong commitment to diversity, equity and inclusion.

  • Handles high workloads, competing demands, vague assignments, interruptions, and distractions with poise and ease. Able to provide clear and effective direction and council in high-pressure and high-stress situations.

Desired Competencies: Accountability and Dependability, Adaptability and Flexibility, Attention to Detail, Diversity, Emotional Intelligence, Equity and Inclusion, Teamwork.

  • Must be able to legally work in the country where this position is located without visa sponsorship.

  • This position is based in our Seattle, WA office. Relocation will not be provided.

Hiring Requirements

As part of our standard hiring process for new employees, employment will be contingent upon successful completion of a background check.

Depending upon your work location, we may require proof of full vaccination against COVID-19 and any recommended booster doses. All employees based in the United States are to provide proof of full vaccination upon hire and any recommended boosters, subject to applicable laws.

Accommodations

If you require assistance due to a disability in the application or recruitment process, please submit a request to [email protected]

Inclusion Statement

We are dedicated to the belief that all lives have equal value. We’re committed to creating a workplace where employees thrive both personally and professionally. We also believe our employees should reflect the rich diversity of the global populations we aim to serve—in race, gender, age, cultures and beliefs—and we support this diversity through all of our employment practices.

All applicants and employees who are drawn to serve our mission will enjoy equality of opportunity and fair treatment without regard to race, color, age, religion, pregnancy, sex, sexual orientation, disability, gender identity, gender expression, national origin, genetic information, veteran status, marital status, and prior protected activity.

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