Assistant, Foundation Strategy Office, 2-year LTE

Gates Foundation • Seattle, WA

20h • $31 - $44

About The Position

We are the largest nonprofit fighting poverty, disease, and inequity around the world. Founded on a simple premise: people everywhere, regardless of identity or circumstances, should have the chance to live healthy, productive lives. We believe our employees should reflect the rich diversity of the global populations we aim to serve. We provide an exceptional benefits package to employees and their families which include comprehensive medical, dental, and vision coverage with no premiums, generous paid time off, paid family leave, foundation-paid retirement contribution, regional holidays, and opportunities to engage in several employee communities. As a workplace, we’re committed to creating an environment for you to thrive both personally and professionally. The Foundation Strategy Office (FSO) is the primary function supporting the creation and evolution of our program-level strategies as well as exploring new paths to impact that align with our mission. This includes supporting the CEO, CFO, and Chief Strategy Officer in key accountabilities like strategy development, strategy revision, strategy performance measurement, portfolio management, and special initiatives to accelerate the impact of the foundation. We are a close-knit team that places a significant emphasis on maintaining and growing our positive, humble, and intellectually curious culture. We believe that small groups of deeply committed team members can do phenomenal things. We encourage debate and discussion of tough issues and are committed to the success of our clients. We invest proactively in each other’s personal and professional growth. The Assistant plays a key role in providing comprehensive administrative and logistical support to multiple principals in leadership positions. The Assistant is responsible for managing complex calendars, scheduling a high volume of meetings across multiple time zones, and helping principals stay aligned with their most important priorities. This includes managing high-volume email tracking, processing expenses and reimbursements, coordinating domestic and international travel, including logistics for flights, accommodations, ground transportation, and visa and passport support, and helping principals manage their calendars and balancing priorities across their projects. In addition to supporting individuals, the FSO Assistant will contribute to team operations by coordinating onboarding meetings for new hires, assisting with planning and logistics for team events and rhythm of business meetings, and helping to cultivate a positive and well-connected team culture. Ideal candidates are self-motivated, proactive, and driven to support both principals and the team as a whole. They will have excellent attention to detail, responsiveness, and accuracy.

Requirements

• A Bachelor’s degree or equivalent demonstrated experience
• Some experience in an administrative job for a complex and fast-paced organization
• Experience setting priorities and meeting deadlines while balancing multiple competing priorities
• Strong communication skills
• Experience working with MS Office suite, especially Outlook, and including CoPilot, Chat GPT and other AI tools is strongly preferred.
• Must have unrestricted work authorization in the country where this position is located. The foundation does not provide immigration-related sponsorship for this role. This includes direct company sponsorship and any work authorization requiring a written submission or other immigration support from the company (H-1B, O-1, L-1, E, OPT, STEM-OPT, CPT, TN, J-1, etc.).

Nice To Haves

• Some experience with event planning or project management a plus

Responsibilities

• Provide comprehensive administrative support by managing high volumes of email, tracking priorities, handling expenses and reimbursements, and engaging in special projects as needed
• Assist with maintaining the team SharePoint site and/or org charts
• Leverage technology, Artificial Intelligence (AI), automation and digital tools to streamline support, ensuring efficiency and accuracy
• Support knowledge management and rhythm of business meetings as needed
• Provide high-level scheduling and calendar support for multiple principals —including those in leadership — by coordinating complex, high-volume meetings across time zones, managing calendars, prioritizing tasks, and ensuring effective communication and conflict resolution
• Continuous calendar(s) conflict management and meeting prioritization
• Support team effectiveness and culture by serving as a resource on business operations, participating in assistant meetings, and collaborating with leadership on team culture initiatives
• Support new team members with onboarding meeting coordination
• Assist in planning and logistics for events, including internal/external meetings, retreats, team building events, presentations, which may include coordinating arrangements and reimbursements for participants, handling venue and travel logistics, room set-up, and preparing and disseminating materials.
• Support or provide project management, planning, coordination, and preparation for deliverables and workstreams
• Provide travel and visa support to principals, which may include coordinating flights, lodging, ground transportation, and security, confirming meetings and venues, preparing travel materials, and managing visa/passport processes
• Communicate effectively with principals to ensure clarity on questions, conflicts, and trade-offs related to calendar management, facilitating informed decision-making
• Provide clear, timely, and audience-appropriate communications for all inquiries and requests, while maintaining consistent communication with internal and external partners
• Demonstrate professionalism and use discretion with sensitive information

Benefits

• exceptional benefits package to employees and their families which include comprehensive medical, dental, and vision coverage with no premiums, generous paid time off, paid family leave, foundation-paid retirement contribution, regional holidays, and opportunities to engage in several employee communities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 1-10 employees