Program Assistant

Temporary Program Assistant Role At The Gates Foundation

The employment agency hiring temporary workers for the Gates Foundation is responsible for direct hiring and seeking candidates for the following temporary role at the Foundation.

AgileOne designs and develops global workforce and procurement solutions for Fortune 1000 companies. Our focused and consultative approach provides solutions that streamline business processes and deliver efficiencies to human resources, procurement, and suppliers.

The Foundation is the largest nonprofit fighting poverty, disease, and inequity around the world. Founded on a simple premise: people everywhere, regardless of identity or circumstances, should have the chance to live healthy, productive lives. We believe our employees should reflect the rich diversity of the global populations we aim to serve.

Your Role

This Temp - Program Assistant (PA) is a key member of the team. This role provides administrative and organizational support for Deputy Directors, Senior Program Officers, and Portfolio & Platform Lead. Program Assistants provide wide and varied administrative and organizational support for program or operations leaders and teams. They are highly engaged members of the business team. Efficiency, attention to detail, flexibility and good judgment are essential in this role to ensure smooth team operations. The Program Assistant is integral to the team, ensuring that all administrative and scheduling functions are completed promptly, allowing for highly productive environments. A successful candidate will demonstrate a strong ability to navigate the role, responsibilities, and culture. He/She will also have an appetite for proactivity amid ambiguity.

What You'll Do

• Schedule a high volume of appointments and meetings, manage complex calendars for multiple people and across multiple time zones.
• Make travel arrangements domestically and internationally.
• Oversee visa application process for international travel.
• 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.
• Partner with Events team, AV (Audiovisual) team and external speakers/grantees for virtual and in-person convenings.
• Provide communications support and assistance to ensure timely responses to inquiries including answering and prioritizing emails and calls. This includes the ability to synthesize information to make recommendations and decisions.
• Maintain organized files and records and a system for tracking, monitoring and prioritizing tasks and projects.
• Play a key role in team culture and help the Senior Program Assistant to design team building and celebration events.
• Provide administrative support including document creation, expense reports, reimbursements, organization, and maintenance of files.
• Work on special projects as needed.
• Interact and communicate clearly and consistently with grantees and partners in the field.

Your Experience

• Bachelor's degree or equivalent experience.
• 2-3 years of work experience in an administrative role for a complex and fast-paced organization.
• Proven ability to set priorities and meet deadlines while balancing the need to provide support for multiple individuals, including complex calendar, travel, and event planning.
• Excellent oral and written communications skills.
• Able to communicate effectively with internal and external contacts, establish trust, and adjust to a wide variety of working styles.
• Knowledge of foundation priorities and how they align with the goals of the department/division.
• Proficient skills with Microsoft Office Suite, including Outlook, Teams, PowerPoint, Word, and Excel, as well as SharePoint.
• Good judgment, maturity, discretion, tact, and a sense of humor.

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

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

NOTIFICATION: All opportunities listed are temporary in scope, and your employer would be AgileOne. These assignments are temporary and "at will." There is no guarantee of on-going employment with AgileOne or any promise, express or implied, of conversion to employment with the Foundation.