Gates Foundation: Executive Assistant, Global Health Office of the President

Gates Foundation: Executive Assistant, Global Health Office of the President

The Global Health (GH) division within the Gates Foundation harnesses advances in science and technology to save lives in countries. We focus on the health problems that have an impact in developing countries but get too little attention and funding. Where proven tools exist, we support sustainable ways to improve their delivery. Where they do not, we invest in research and development of interventions, such as vaccines, drugs, and diagnostics. Our work focuses on strategies to fight and prevent HIV/AIDS, malaria, tuberculosis, neglected tropical diseases, enteric and diarrheal diseases, and pneumonia. These programs strategy teams are supported by functional teams that focus on Discovery and Translational Sciences, Vaccine Development, the Accelerator, and Integrated Development.

The GH Office of the President (OoP) strives to deliver information, tools, and resources in support of the GH President and Division. We aim to foster an environment of informed and constructive dialogue that facilitates continuous learning and optimization while taking a customer-service approach to engaging with our stakeholders. Our success is defined by an inclusive culture that promotes transparency, respect, and creative problem solving in service of our GH R&D goals, priorities, and teams.

Provide a wide and varied range of executive-level administrative and organizational support to the GH Office of the President (OoP) including the President and two Deputy Directors. We are seeking a candidate that is comfortable with a dynamic work environment, energized by building teams and creating connections and brings an optimistic disposition to the division. The ideal candidate can handle high workloads, urgent requests and competing demands with poise, and flexibility, while meeting deadlines with strong verbal and written communication skills.

Excellent judgement, proactive thinking and action, ownership of assigned responsibilities, resourceful problem solving and acting with integrity and discretion are all critical skills for success in this role. This role facilitates and coordinates a range of critical tasks and projects in support of the team, the broader administrative community and the GH division. Working in collaboration, acting as a standout colleague, and with a sense of humor is essential for success. In addition, a proactive, versatile, adaptive, and willing to pitch in where needed and a teamwork focused approach is paramount for success.

This position is based in our Seattle, WA office and must adhere to 50% in office work. Relocation will not be provided.

What You'll Do

• You provide administrative and organizational support to the Global Health Office of the President member, and two Deputy Directors in the Global Health Office of the President. You coordinate the planning and allocation of the principal members' time and the flow of information to/from the foundation, within and across divisions.
• Optimize the leader's time, including regular review of how time is spent in service of goals and proposing adjustments as needed.
• Create, manage, and maintain complex calendars and processes, including a range of internal and external meetings in a highly dynamic environment requiring frequent re-prioritization and shifting of appointments.
• Serve as an active participant and thought partner in leadership team meetings, utilizing high-level input to partner with the leadership team to achieve team goals and deliverables.
• Support the planning and execution of leadership meetings, town halls, and global conferences, including run-of-show management, Q&A facilitation, IT/AV coordination, and post-event follow-up.
• Coordinate daily workflow and project progress, including managing the leader's information management materials, to ensure clear jobs and responsibilities are defined, including tracking that all tasks and deliverables are being met and follow-up on outstanding action items.
• Apply a high level of professionalism and discretion.
• Manage all travel, visa applications, and trip logistics.
• Serve as an information resource and a cross-foundation liaison, including providing relationship process proxy and extension voice.
• Manage competing priorities through transparency, collaboration, and rigor focusing on finding solutions that are fitting for diverse groups with conflicting interests and needs by providing high-quality interactions, with clear and consistent communication.
• Serve as the lead partner and liaison for the GH support community.
• Encouraging division unity through sharing information, expertise, and collective problem solving, along with maintaining the support model and helping balance workloads.
• Build relationships, act as a liaison, and represent leaders with internal and external partners, grantees, government officials, and consultants.
• Provide team operational support, including but not limited to management of the team SharePoint site, maintaining an organized filing system, and planning and managing all aspects of events.
• Support inclusive culture through modeling behaviors and actions; raise issues in a timely fashion to appropriate stakeholders.
• Serve as a mentor and provide support to program assistants across the division.
• Ability to travel up to 10% domestically and internationally.