Temp- Program Assistant-Gender Equality Health, Program Advocacy & Communications

Gates Foundation•Seattle, WA

4d•Onsite

About The Position

This is a temporary, limited-term position for 9 months, with no relocation provided. The role is with AgileOne, an employment agency hiring temporary workers to be assigned to the Gates Foundation. The Gates Foundation is the largest nonprofit fighting poverty, disease, and inequity globally, aiming to provide opportunities for people to live healthy, productive lives. The foundation values diversity and offers an exceptional benefits package to its employees, including comprehensive medical, dental, and vision coverage with no premiums, generous paid time off, paid family leave, a foundation-paid retirement contribution, regional holidays, and opportunities to engage in employee communities. The workplace is committed to fostering an environment for personal and professional growth. The Global Policy & Advocacy (GPA) division works to shape public policy debates, build support for program and policy objectives, and develop partnerships to advance the foundation's goals. The Program Advocacy and Communications (PAC) team within GPA partners with Program Strategy teams to achieve policy and finance goals. Specifically, the Gender Equality Health PAC team collaborates with the Gender Equality Division and Global Health Division program strategy teams by developing and coordinating advocacy and communications strategies, leveraging leadership voice, managing grant portfolios for advocacy outcomes, directly advocating with sector leaders, influencers, media, and government officials, leading issue-specific communications, and developing policy recommendations. The Program Assistant (PA) on the Gender Equality Health PAC team will provide a wide range of administrative support for a Deputy Director and 5-9 Senior Program Officers. Key attributes for success in this role include efficiency, attention to detail, flexibility, good judgment, and confidentiality to ensure smooth team operations. The ideal candidate will possess excellent prioritization and calendar management skills, with experience working across multiple time zones and with external partners.

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.
Employment will be contingent upon successful completion of a background check.

Nice To Haves

Excellent prioritization and calendar management skills
Experience working across multiple time zones and with external partners

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.
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.