Program Assistant, Immunization

Program Assistant The Program Assistant is an integral member of the team and works with principals to prioritize scheduling needs for the team, acting as a thought partner to look at the overall needs for meeting requests and alignment with team strategic priorities. Core 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 Leverage technology, Artificial Intelligence (AI), automation and digital tools to streamline support, ensuring efficiency and accuracy. Support Knowledge Management Support knowledge management for individual sub-teams in alignment with overarching team knowledge management strategy, assisting with maintaining the team SharePoint site and org charts. Calendar Management Provide high-level scheduling and calendar support for multiple principals, coordinating complex, high-volume meetings across time zones, managing calendars, prioritizing tasks, and ensuring effective communication and conflict resolution. Continuous Calendar Conflict Management For Deputy Director and above, proactively review upcoming weeks/months and support principals with planning, recognizing potential bottlenecks and making recommendations for time allocation and trade‑offs. Division/Team Support and Coordination 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, including onboarding coordination for new team members. Division/Team Events and Logistics Management Assist in planning and logistics for events and convenings, including internal/external meetings, retreats, team building events, presentations, domestic or international conferences, coordinating arrangements and reimbursements for participants, handling venue and travel logistics, room set‑up, and preparing and disseminating materials. Travel, Visa and Passport Support Provide travel and visa support to principals, coordinating flights, lodging, ground transportation, security, confirming meetings and venues, preparing travel materials, and managing visa/passport processes. Communication 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 communication for all inquiries and requests, while maintaining consistent communication with internal and 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. Proven positive, collaborative approach to work, including a dedication to problem solving. Professional level French language capabilities will be prioritized as this person will support Francophone partner engagement and staff. Excellent decision‑making skills, ability to prioritize effectively, and ability to communicate decisions and processes clearly and effectively. Ability to find solutions that fit diverse groups with differing interests and needs by providing high‑quality interactions, and clear and consistent communication. Experience working on teams with diverse cultural and professional backgrounds. Demonstrated ability to establish and maintain credibility and positive working relationships with staff. Salary The salary range for this role is $31.44 to $44.04 USD. As a mission‑driven organization, we strive to balance competitive pay with our mission. New hires salaries are typically between the range minimum and the salary range midpoint. Employment Eligibility Must have unrestricted work authorization in the country where this position is located. The Foundation does not provide immigration‑related sponsorship for this role. This includes direct company sponsorship and any work authorization requiring a written submission or other immigration support from the company (e.g., H‑1B, O‑1, L‑1, E, OPT, STEM‑OPT, CPT, TN, J‑1, etc.). EEO Statement All applicants and employees 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. Guided by the belief that every life has equal value, the Gates Foundation works to help all people lead healthy, productive lives. #J-18808-Ljbffr Bill & Melinda Gates Foundation