Temp - Program Assistant, Immunization

Gates Foundation•Seattle, WA

About The Position

As the employment agency hiring temporary workers to be assigned to the Gates Foundation, we are responsible for direct hiring and seeking candidates for the following temporary role at the Foundation. AgileOne designs and develops global workforce and procurement solutions for Fortune 1000 companies. Our focused and consultative approach provides solutions that streamline business processes and deliver efficiencies to human resources, procurement, and suppliers. 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. The Team The focus of the Global Development (GD) division is to help deliver targeted healthcare solutions in the developing world. Our strategies focus on Polio Eradication, Immunization, Primary Healthcare, Global Health Agencies and Funds, Exemplars in Global Health, and Emergency Response. Vaccines, a core priority of the Gates Foundation and the Global Development division, can save millions of lives a year when delivered effectively. The mission of our Immunization Program Strategy Team (PST) is to urgently reach children, adolescents, and adults -- no matter where they live -- with the vaccines they need. Our goal is a world free of vaccine-preventable diseases, and we do this by working with countries, development partners, and civil society organizations, to make sure that vaccines and immunization are effectively prioritized and delivered. Robust and resilient immunization programs are critical to achieving the promise of vaccination and are a cornerstone of primary health care, and we work to ensure that there are sufficient, affordable supplies to meet demand. We seek to bring new perspectives to challenging problems as we focus on results that can be delivered at scale. All our work on vaccines and immunization contributes to IA2030, which is a vision and commitment by the global community to extend the full benefits of immunization to all by 2030. Your Role The Assistant plays a key role in providing comprehensive administrative and logistical support to multiple principals, including those in leadership positions, as aligned with the organization’s evolving staffing model. 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. The Assistant also manages high-volume email tracking, processes expenses and reimbursements, and may coordinate domestic and international travel, including logistics for flights, accommodations, ground transportation, and visa and passport support. In addition to supporting individuals, the Assistant may contribute to team operations by coordinating onboarding meetings for new hires, assisting with planning and logistics for team events and meetings, acting as a content expert for document management best practices, and helping to cultivate a positive and well-connected team culture. This position reports to the Manager, Operations and Implementation on the Strategy Planning and Management Team.

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
Must be able to legally work in the country where this position is located without visa sponsorship.

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 as needed
Assist with maintaining the team SharePoint site and/or 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
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 and convenings, including internal/external meetings, retreats, team building events, field visits, 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 and coordinate for division/team in-country visits and associated onsite meetings
Support or provide project management, planning, coordination, and preparation for deliverables and workstreams
Support execution of large convenings (i.e., domestic or international partner/grantee meetings hosted by the foundation)
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