Job title: Program Assistant, Office of the CCO, LTE Company: Bill & Melinda Gates Foundation Job description: *This position is a three year limited-term employment opportunity.** **This application will close end of day Thursday, September 8th** The Team In June 2020, the foundation hired a Chief Communications Officer and established a new Communications Division to oversee the foundation’s global communications strategy. The division brings together internal and external communications to advance the foundation’s mission of a more equitable world. The Office of the CCO includes both the Strategy, Planning and Management team, ensuring resources are aligned against insights and strategic priorities, and the Measurement & Insights (M&I) team, which is responsible for providing insights to inform foundation global communications, tracking foundation reputation, and communications measurement, learning and evaluation efforts. 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. Your Role Provide a wide and varied range of administrative and organizational support to the two Deputy Directors of Strategy, Planning and Management and the Deputy Director of Measurement and Insights. The Communications Division is a growing division with an evolving support model and structure. We are seeking a candidate that is comfortable with a dynamic work environment, energized by tackling new areas of work and brings an optimistic and inclusive perspective to the role. The ideal candidate can handle high workloads and competing demands with, poise, and flexibility, while helping the team to meet deadlines. Successful candidates for this role exercise excellent judgement, engage in proactive thinking and action, revel in resourceful problem solving and enjoy inclusive collaboration. This role facilitates and coordinates a range of critical tasks and projects in support of their teams, the Program Assistant (S/PA) community, and the Comms division. What You’ll Do Manages constantly changing, complex calendars including meetings with participants in multiple time zones, both internal and external to the foundation. Proactively anticipating needs – such as agendas, resolving scheduling conflicts, weekly planning, optimizing short- and long-term schedule preparation. Coordinates daily workflow, planning and operations for two small teams (SPM and M&I), and provide cross-divisional surge-capacity and administrative support as needed. Provides operational support, including, but not limited to, knowledge management, maintaining an organized virtual filing system, creates team meeting agendas, captures notes and action items from key meetings/convenings. Manage domestic and international travel arrangements and itineraries, including international visa applications Assist and lead with the planning and logistics for team events, various meetings of complexity and size, conferences, retreats, presentations, communications out to participants Time permitting, assist in support of Measurement and Insights programmatic support. Act as a liaison with internal and external partners, grantees, media, and consultants. Other relevant duties and strategic projects as assigned. Your Experience (i.e. Qualifications and Education) Associate Degree with a minimum of 3 years' work experience in an administrative role for a complex and fast-paced organization, or equivalent experience. Experience establishing organizational systems to improve efficiency and successfully working in a changing environment. Experience in a role requiring collaboration in a complex organization and working with external organizations will be helpful. Proven ability to lead and influence others. Demonstrated ability to work with efficiency, diplomacy, and flexibility particularly as part of a team. Experience working on teams with diverse cultural and professional backgrounds. Experience setting priorities and meeting deadlines while balancing the needs of multiple individuals. Calendar management, travel arrangements, and event planning assistance. Communications experience a plus. Proficient with MS Office Suite, including: Outlook, Teams, PowerPoint, and Excel. Other Attributes Demonstrates ability to quickly learn in-depth and up-to-date knowledge of foundation administrative and policy guidelines. Leads by example and sets standards for professional behavior by displaying a positive attitude about the foundation and the work to be done. Addresses issues in an open, constructive, and professional manner with a bias towards action and problem solving. Exceptional interpersonal and communications skills to enable effective and efficient workflow across a variety of foundation systems and among multiple stakeholders. Adapts approach, goals, and methods to achieve solutions and results in dynamic situations, helping others deal with the ongoing demands of change. Ability to work independently and as part of an integrated, diverse team. Seeks input from and values the uniqueness of people of different groups and cultures and has a strong commitment to diversity, equity and inclusion. *Must be able to legally work in the country where this position is located without visa sponsorship. *This position is based in Seattle, WA. Candidates must be located in this region and able to commute to the Seattle campus. Hiring Requirements As part of our standard hiring process for new employees, employment will be contingent upon successful completion of a background check. Depending upon your work location, we may require proof of full vaccination against COVID-19 and any recommended booster doses. All employees based in the United States are to provide proof of full vaccination upon hire and any recommended boosters, subject to applicable laws. Accommodations If you require assistance due to a disability in the application or recruitment process, please submit a request to . Inclusion Statement We are dedicated to the belief that all lives have equal value. We’re committed to creating a workplace where employees thrive both personally and professionally. We also believe our employees should reflect the rich diversity of the global populations we aim to serve—in race, gender, age, cultures and beliefs—and we support this diversity through all of our employment practices. All applicants and employees who are drawn to serve our mission will enjoy equality of opportunity and fair treatment without regard to race, color, age, religion, pregnancy, sex, sexual orientation, disability, gender identity, gender expression, national origin, genetic information, veteran status, marital status, and prior protected activity. Expected salary: Location: Seattle, WA Apply for the job now!