Executive Assistant, Office of the CCO

Bill & Melinda Gates Foundation•Seattle, WA

3d•$47 - $70•Hybrid

About The Position

The Foundation 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 Team The Communications Division, led by the Chief Communications Officer, oversees the foundation’s global communications strategy. The division brings together internal and external communications to advance the foundation’s mission to create a more equitable world. The Office of the CCO (OCCO) ensures resources are aligned against insights and strategic priorities. We foster an inclusive, innovative, and high-integrity culture and efficient enabling environment in line with the values of One Global Foundation and Impact First. We advance the Communication Division’s vision through clear processes and operations, ensuring close coordination with internal and external stakeholders. Application Deadline: Friday, February 20, 2026 Your Role The Executive Assistant (EA) fills a cross-divisional leadership role and provides executive-level administrative and organizational support to the Chief Communications Officer (CCO). You will ultimately be accountable for the planning and allocation of the CCO’s time spent across the foundation’s communications priorities, in close partnership with the Chief of Staff (COS), and in consultation with the OCCO team. Using outstanding judgment, this role will manage the flow of information to/from the CCO and will coordinate a range of projects supporting the daily operations of the team. The EA will work in close collaboration with the COS, the Program Assistant (PA) team, division business partners, and client leadership teams. The EA will play a key role in the Communications Division and Office of the CCO team, providing executive level support for the CCO in an adaptive client service environment, focusing attention to detail and accuracy, particularly when under pressure. 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 broader administrative community and the Communications division. In addition, a proactive, versatile, adaptive, and willing to pitch in where needed and a teamwork focused approach is paramount for success. This position is based in our Seattle, WA office and must adhere to 50% in office work. Relocation will not be provided.

Requirements

A minimum of 10 years' work experience in a senior administrative role for a complex and fast-paced organization.
Complex Calendar management, travel arrangements, and event planning assistance.
Ability to make judgment calls while being highly professional and diplomatic, knowing when to ask for help or advice.
Culturally competent & open to continual learning, especially regarding inclusive behaviors.
Demonstrated ability to consistently produce high-quality work products; mindful and detailed in checking work to ensure accuracy and completeness.
Strong written and verbal communications skills.
Demonstrated leadership and customer service experience, highly responsive with strong interpersonal communication skills.
Experience establishing organizational systems to improve efficiency while effectively adapting to shifting priorities in a dynamic work environment.
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.
Ability to think and plan proactively, anticipate next steps, take initiative, exercise discretion while handling confidential information, and apply sound judgment in making impactful decisions.
Excellent time and project management skills, utilizing clear systems and composure to deal with multiple tasks at once.
Must be able to legally work in the country where this position is located without visa sponsorship.

Responsibilities

Manage the CCO’s time by using excellent decision-making skills, prioritizing effectively, and presenting decisions and process in a clear effective manner, this includes ownership of how the CCO’s time is spent in service of goals and making adjustments as needed.
Organize and maintain the CCO’s complex calendar, including a large volume of internal and external meetings in a highly dynamic environment requiring frequent re-prioritization and shifting appointments.
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.
Apply high levels of professionalism and discretion in partnership with team’s leadership on handling and triaging the CCO’s internal and external communication.
Serve as an information resource and a cross-foundation liaison, including providing relationship process proxy and extension of leadership voice.
Coordinate daily workflow and project progress, including managing the CCO’s information management, ensuring clear roles and responsibilities; tracking tasks and deliverables; and following-up on outstanding action items.
Facilitate arrangements for travel, both domestic and international, and logistics for external and internal meetings, speaking engagements and conferences.
Act as thought partner and trusted advisor to the CCO and their leadership team, making sure they have the best available information, guiding them toward making good decisions about use of time and looping in all relevant parties as needed.
Build working relationships with key partners internal and external, with an inclusive approach.
Manage the coordination of recruitment and onboarding processes for the division.
Play a key role as a member of the CCO Office team in planning division-wide communications, meetings, events, and other activities and helping to ensure strategic and consistent use of CCO voice.
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.
Ability to travel up to 10% domestically and internationally.