Coordinator, Business Project Management (Convenings) (LTE until 31 December 2027)

Bill & Melinda Gates Foundation•Seattle, WA

8d•$37 - $51•Onsite

About The Position

The Coordinator, Business Project Management (Convenings) is a newly established role within the GE Division’s Office of the President (OOP), created to execute on supporting the division with convening event coordination and visa supplemental document preparation as part of the division’s redesigned business administration operating model. This role sits on the Divisions Operations team and will partner closely with Deputy Directors, Senior Program Officers, and Program Assistants across the division to ensure delivery of high-quality, dedicated support of convenings (e.g. managing logistics, scheduling, and planning of events including coordinating arrangements for participants). This role is expected to travel domestically and internationally up to 20-25%. At times, there may be need for flexible hours during events, which will be discussed and agreed upon with the manager ahead of time as needed. This is a limited-term position until 31 December 2027, based at the foundation office in Seattle. Relocation will not be provided.

Requirements

Demonstrated experience in either project coordination, business operations, event management, executive administration, or a related role within and fast-paced environment.
Strong initiative, organizational skills, and ability to work autonomously and cross-functionally while remaining flexible to changing tasks, priorities, and roles and responsibilities.
Broad job knowledge of basic project management practices and tools.
Demonstrated conflict resolution and on the fly solutioning – a keen solution finder & executer.
Practical knowledge of how to synthesize multiple data sources and manage personalities while keeping tasks and projects on time.
Practical knowledge of setting priorities and meeting deadlines while balancing the needs of multiple projects and delivering high-quality work.
Practical knowledge in conducting minor AV troubleshooting.
Excellent attention to detail.
Ability to anticipate needs and provide suggestions related to logistic planning.
Demonstrated emphasis on continuous process improvement.
Demonstrated knowledge of how to build and maintain productive working relationships in matrixed environments.
Experience leading multiple projects simultaneously, including project definition, planning and scoping the work, and coordinating and developing appropriate solutions.
Excellent oral and written communication skills; must be able to communicate effectively with internal and external contacts and can adjust to a wide variety of working styles.
Comfortable in a wide range of cultural, geographic and operational situations, demonstrating culturally sensitive behaviour with a diverse range of people and a deep commitment to development issues and high standards of personal integrity.
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 (eg: H-1B, O-1, L-1, E, OPT, STEM-OPT, CPT, TN, J-1, etc.).

Nice To Haves

Experience planning and executing events across diverse international environments while accounting for local customs, infrastructure, and stakeholder needs is desirable.

Responsibilities

Provide seamless project management, planning, coordination, and preparation for multiple convenings/events.
Coordinate all logistical support steps from start to finish for convenings/events, partnering closely with investment owners across the division.
Serve as point of contact for both internal and external collaboration and resolution.
Support continuous improvement approach to produce creative, inclusive, and impactful experiences for all foundation-hosted offsite events.
Engage with cross-functional teams (e.g. events team, events registration, travel, and expense) and program teams to ensure events deliver the expected scope and business value and are delivered with quality aligned to programmatic goals.
Project manage effective partnership with the Foundation’s Travel and Visa team; conduct research on latest country-specific requirements for visa applications, preparing checklists for staff.
Using foundation templates and resources, draft visa support documents and acquire appropriate signatures for a subset of principals across seven teams.
Triage, manage, and prioritize tasks to drive timely completion of tasks and deliverables related to convening and visa support responsibilities.
Work with flexibility, efficiency, enthusiasm, and diplomacy both individually and as part of a team effort.
Address issues in an open, constructive, and professional manner.
Work independently and maintain composure while working within ambiguity and tight deadlines engaging with different work and learning styles.
Other responsibilities as assigned.
Created and maintained guidance materials, SOPs, FAQs, and other resources on convenings and visa processes for division staff.
Developed and maintained a stakeholder engagement plan and partnership touchpoints with programmatic convening owners across the division.
Completed and documented convening and visa support requests, including project tracking, service metrics, and outcomes demonstrating support provided to division staff.
Produced recurring workload reports and analysis, including capacity trends, service metrics, and recommendations for workload calibration and resource planning.