Executive Assistant, Global Health Office of the President (GH OoP)

Bill & Melinda Gates Foundation • Seattle, WA

82d • $45 - $68

About The Position

The Foundation is 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 Global Health (GH) division harnesses advances in science and technology to save lives in countries. We focus on the health problems that have an impact in developing countries but get too little attention and funding. Where proven tools exist, we support sustainable ways to improve their delivery. Where they do not, we invest in research and development of interventions, such as vaccines, drugs, and diagnostics. Our work focuses on strategies to fight and prevent HIV/AIDS, malaria, tuberculosis, neglected tropical diseases, enteric and diarrheal diseases, and pneumonia. These programs strategy teams are supported by functional teams that focus on Discovery and Translational Sciences, Vaccine Development, the Accelerator, and Integrated Development. The GH Office of the President (OoP) strives to deliver information, tools, and resources in support of the GH President and Division. We aim to foster an environment of informed and constructive dialogue that facilitates continuous learning and optimization while taking a customer-service approach to engaging with our stakeholders. Our success is defined by an inclusive culture that promotes transparency, respect, and creative problem solving in service of our GH R&D goals, priorities, and teams.

Requirements

• A minimum of 10 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 internally 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 in 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.
• Experience managing highly confidential information with discretion.
• Advanced proficiency in MS Office Suite (Outlook, Teams, PowerPoint, Excel); adept at leveraging emerging technologies (including AI, LLM, ML).
• Skilled in additional platforms such as Salesforce CRM, Concur, PeopleSoft, Zoom, and Adobe.
• Demonstrates ability to quickly learn in-depth and up-to-date knowledge of foundation administrative and policy guidelines.
• Exceptional interpersonal and communications skills to enable effective and efficient workflow across a variety of foundation systems and among multiple stakeholders.

Nice To Haves

• Preferred experience in pharmaceutical industry, technology, global health non-profit organization, or alike.
• 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.

Responsibilities

• Provide a wide and varied range of executive-level administrative and organizational support to the GH Office of the President (OoP) including the President and two Deputy Directors.
• Coordinate the planning and allocation of the principal members’ time and the flow of information to/from the foundation, within and across divisions.
• Optimize the leader’s time, including regular review of how time is spent in service of goals and proposing adjustments as needed.
• Create, manage, and maintain complex calendars and processes, including a range of internal and external meetings in a highly dynamic environment requiring frequent re-prioritization and shifting of appointments.
• Serve as an active participant and thought partner in leadership team meetings, utilizing high-level input to partner with the leadership team to achieve team goals and deliverables.
• Support the planning and execution of leadership meetings, town halls, and global conferences, including run-of-show management, Q&A facilitation, IT/AV coordination, and post-event follow-up.
• Coordinate daily workflow and project progress, including managing the leader’s information management materials, to ensure clear jobs and responsibilities are defined, including tracking that all tasks and deliverables are being met and follow-up on outstanding action items.
• Manage all travel, visa applications, and trip logistics.
• Serve as an information resource and a cross-foundation liaison, including providing relationship process proxy and extension voice.
• Manage competing priorities through transparency, collaboration, and rigor focusing on finding solutions that are fitting for diverse groups with conflicting interests and needs by providing high-quality interactions, with clear and consistent communication.
• Serve as the lead partner and liaison for the GH support community.
• Build relationships, act as a liaison, and represent leaders with internal and external partners, grantees, government officials, and consultants.
• Provide team operational support, including but not limited to management of the team SharePoint site, maintaining an organized filing system, and planning and managing all aspects of events.
• Support inclusive culture through modeling behaviors and actions; raise issues in a timely fashion to appropriate stakeholders.
• Serve as a mentor and provide support to program assistants across the division.

Benefits

• Comprehensive medical, dental, and vision coverage with no premiums.
• Generous paid time off.
• Paid family leave.
• Foundation-paid retirement contribution.
• Regional holidays.
• Opportunities to engage in several employee communities.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Bachelor's degree