Temp- Program Assistant-Gender Equality Health, Program Advocacy & Communications

Program Assistant

The Program Assistant (PA) on the Gender Equality Health PAC team provides a wide and varied set of administrative support for a Deputy Director and several Senior Program Officers, some of whom may be from another PAC team. Efficiency, attention to detail, flexibility, good judgment and confidentiality are essential in this role to ensure smooth team operations. Ideal candidate will have excellent prioritization and calendar management skills along with experience working across multiple time zones and with external partners.

What You'll Do

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

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

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
• 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, field visits, 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 and coordinate for division/team in-country visits and associated onsite meetings
• Support or provide project management, planning, coordination, and preparation for deliverables and workstreams
• Support execution of large convenings (i.e., domestic or international partner/grantee meetings hosted by the foundation)
• 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

Travel, Visa and Passport Support

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 communications for all inquiries and requests, while maintaining consistent communication with internal and external partners
• Demonstrate professionalism and use discretion with sensitive information

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

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

* Must be willing to work hybrid schedule (50/50) onsite at Gates Foundation campus in Seattle, WA.

Hiring Requirements

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.

**Placement within the compensation range will depend on a candidate's job related skills, experience, and expertise, as evaluated during the interview process.