Temp - Program Assistant, Discovery and Translational Sciences, Global Health

Gates Foundation • Seattle, WA

4d

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. We believe our employees should reflect the rich diversity of the global populations we aim to serve. The Team Our mission is to catalyze innovation for the discovery and translation of transformative solutions to global health inequity. We pursue this by accelerating the discovery and translation of products that will help achieve the foundation’s global health impact goals. There are three functional domains that support and accelerate our work: Translational Sciences, which works to accelerate translation of products and technologies to maximize their potential impact; the Global Health Discovery Collaboratory, which provides foundation grantees with access to best-in-class technologies and platforms and fosters a collaborative network of centers of excellence, technology platforms, and grantees; and Global Partnerships & Grand Challenges, which focuses on global health innovation sourcing and ecosystem support, particularly for priority low- and middle-income countries. Your Role The Program Assistant provides a wide and varied set of administrative support for several (5-6) principals (Deputy Directors and Senior Program Officers). Efficiency, attention to detail, flexibility, good judgment, proactive problem solving, relationship building and confidentiality are essential in this role to ensure smooth team operations.

Requirements

• Excellent oral and written communications skills. Able to communicate effectively, asking questions and communicating requests and deadlines in order to maintain a productive workflow in demanding and high-pressure situations.
• Sets priorities and meets deadlines while balancing needs of providing support for multiple individuals across international time zones.
• Excellent email organization and record keeping skills.
• High level of proficiency with MS Office Suite.
• Associate or bachelor's degree with 3+ years of complex administrative experience.
• Strong written and verbal communication skills with the ability to communicate and maintain workflow with colleagues and partners across international time zones.
• Experience managing complex calendars for multiple principals, and scheduling meetings with multiple parties across domestic and international time zones.
• Experience coordinating logistics for various types of meetings, events, and team building activities.
• Experience planning international travel with some exposure to visa and passport procurement.
• Ability to maintain file organization, team sites, data and records, and a system for tracking, monitoring, and prioritizing tasks and projects.
• Must be able to legally work in the country where this position is located without visa sponsorship.

Responsibilities

• Schedule a high volume of appointments and meetings, managing complex calendars for six staff members across international time zones.
• Arrange complex international trips, to include logistics and scheduling for on-the-ground meetings and events. This may include working with our Security, Event & Travels teams to oversee travel arrangements for participants, hotel blocks, meeting & convening logistics, and logistics for various business meals and activities.
• Support the initiative’s deputy director in planning and executing team meetings, team retreats, and team building activities. Support in building a collaborative and supportive team culture.
• Support the deputy director in visa & passport procurement, expense processing, and other administrative tasks as needed.
• Establish and maintain an organized system for tracking, monitoring and prioritizing tasks and projects.
• Interact and communicate clearly and consistently with colleagues, grantees, and partners in the field.
• Work with fellow PA members to backfill one another’s roles during vacation and PTO windows.
• Work on special projects as approved by the deputy director.
• Excellent decision-making skills, can prioritize effectively, communicate decisions and process to execution in a clear effective manner.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees