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. The Program Assistant provides wide and varied administrative and organizational support for the program and operations leaders and teams. Efficiency, attention to detail, flexibility, good interpersonal and problem-solving skills are essential in this role.

Core Administrative Support

• 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
• Support knowledge management for individual sub-teams in alignment with overarching team knowledge management strategy
• Assist with maintaining the team SharePoint site and org charts

Calendar Management

• 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 for Deputy Director and above.
• For Deputy Director and above: 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.

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
• In partnership with team and sub-team leads, support new team members with onboarding meeting coordination

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, which may include coordinating arrangements and reimbursements for participants, handling venue and travel logistics, room set-up, and preparing and disseminating materials.
• Support or provide project management, planning, coordination, and preparation for deliverables and workstreams (as needed / if of interest to PA)

Travel, Visa and Passport Support

• 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

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

Your Experience

• 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.

Other Attributes

• Professional level French language capabilities will be prioritized as this person will support Francophone partner engagement and staff.
• Has excellent decision-making skills, can prioritize effectively, and communicate decisions and processes to execution in a clear effective manner.
• Able to find solutions that are fitting for 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.

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. Actual placement in the range will depend on a candidate's job-related skills, experience, and expertise, as evaluated during the interview process.

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.).

As part of our standard hiring process for new employees, employment will be contingent upon successful completion of a background check.

We're committed to providing an inclusive and accessible hiring experience for all candidates. If you have a disability or medical condition and need an accommodation at any stage of the application or interview process—such as an ASL interpreter, alternative interview format, or physical accessibility support—we're happy to help. Please contact View email address on click.appcast.io with the position number and a brief description of your accommodation needs. Requests will be handled confidentially.

We are dedicated to the belief that all lives have equal value. We strive for a global and cultural workplace that supports ever greater diversity, equity, and inclusion — of voices, ideas, and approaches — and we support this diversity through all 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.