Program Assistant
Bill & Melinda Gates Foundation

Contact Person: Nadia Covey
Contact Email: nadia.covey@gatesfoundation.org
Contact Phone: (425) 241-8424

Group Summary

Malaria eradication is a top priority of the foundation. For two decades, we have devoted resources and expertise to a relentless pursuit of malaria eradication, and we have continuously adapted our approach to achieve the greatest possible impact, in partnership with the global community.

Leadership and Culture

We believe that energized people, working well together, fueled by great leadership in an inclusive environment in which they thrive, will do phenomenal things!

Position Summary

The Program Assistant provides wide and varied administrative and organizational support for program and operations leaders and teams. Efficiency, attention to detail, flexibility and good judgment are essential in this role to ensure smooth team operations. The Program Assistant is an integral member of the team, ensuring that all administrative and scheduling functions are completed in a timely manner allowing for highly productive environments!

Core Responsibilities

Schedule numerous appointments and meetings while managing complex calendars for multiple people, and making travel arrangements.

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.

Assist in scheduling and planning for events, such as meetings, conferences and presentations, which may include coordinating arrangements for participants, handling logistics, preparing and disseminating materials.

Provide communications support and assistance to ensure timely responses to inquiries including answering and prioritizing calls, email and mail communications.

Maintain organized files and records and a system for tracking, monitoring and prioritizing tasks and projects. Compile and process expense reports, reimbursement and check requests.

Work on special projects as needed. May include conducting basic research and analysis of data to respond to requests.

Establish and manage relationships with grantees in the field as well as internal and external partners.

Core Knowledge & Skills

Sets priorities and meets goals while balancing needs of providing support for multiple individuals, including complex calendar, travel and event planning.

Able to communicate effectively with internal and external contacts, and have the ability to adjust to a wide variety of working styles.

Experience learning organizational priorities and how they align with the goals of a specific department/division.

Ability to track rhythm of business while also dealing with ambiguity and change.

Experience establishing organizational systems to improve efficiency and functioning in a changing environment.

Proven positive, collaborative approach to work, including a dedication to client-service and problem solving.

Proficient with MS Office Suite.

Education & Experience

Associate’s Degree with 3+ years of experience, or equivalent experience.

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