Program Assistant, Immunization

Gates Foundation•Washington, DC

4d•Onsite

About The Position

The Program Assistant is an integral member of the team and works with principals to prioritize scheduling needs for the team, acting as a thought partner to look at the overall needs for meeting requests and alignment with team strategic priorities. The Program Assistant provides wide and varied administrative and organizational support for the program and operations leaders and teams. Efficiency, attention to detail, flexibility, good interpersonal and problem-solving skills are essential in this role.

Requirements

A Bachelor’s degree or equivalent demonstrated experience
Some experience in an administrative job for a complex and fast-paced organization
Experience working with MS Office suite, especially Outlook, and including CoPilot, Chat GPT and other AI tools is strongly preferred.
Experience setting priorities and meeting deadlines while balancing multiple competing priorities
Proven positive, collaborative approach to work, including a dedication to problem solving.
Professional level French language capabilities will be prioritized as this person will support Francophone partner engagement and staff.
Has excellent decision-making skills, can prioritize effectively, and communicate decisions and processes to execution in a clear effective manner.
Able to find solutions that are fitting for diverse groups with differing interests and needs by providing high-quality interactions, and clear and consistent communication.
Experience working on teams with diverse cultural and professional backgrounds.
Demonstrated ability to establish and maintain credibility and positive working relationships with staff.
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 (e.g. H-1B, O-1, L-1, E, OPT, STEM-OPT, CPT, TN, J-1, etc.).

Nice To Haves

Experience working with MS Office suite, especially Outlook, and including CoPilot, Chat GPT and other AI tools is strongly preferred.

Responsibilities

Provide comprehensive administrative support by managing high volumes of email, tracking priorities, handling expenses and reimbursements, and engaging in special projects as needed
Leverage technology, Artificial Intelligence (AI), automation and digital tools to streamline support, ensuring efficiency and accuracy
Support knowledge management for individual sub-teams in alignment with overarching team knowledge management strategy
Assist with maintaining the team SharePoint site and org charts
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 for Deputy Director and above.
For Deputy Director and above: Proactively review upcoming weeks/months and support principals with planning, recognizing potential bottlenecks and making recommendations for how to best allocate time/make trade-offs when scheduling issues arise.
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
In partnership with team and sub-team leads, support new team members with onboarding meeting coordination
Assist in planning and logistics for events and convenings, including internal/external meetings, retreats, team building events, presentations, domestic or international conferences, 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 (as needed / if of interest to PA)
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 communication for all inquiries and requests, while maintaining consistent communication with internal and external partners
Establish and manage relationships with grantees in the field as well as internal and external partners.