Temp - Program Assistant, Immunization

Your Role The Assistant plays a key role in providing comprehensive administrative and logistical support to multiple principals, including those in leadership positions, as aligned with the organization’s evolving staffing model. The Assistant is responsible for managing complex calendars, scheduling a high volume of meetings across multiple time zones, and helping principals stay aligned with their most important priorities. The Assistant also manages high-volume email tracking, processes expenses and reimbursements, and may coordinate domestic and international travel, including logistics for flights, accommodations, ground transportation, and visa and passport support. In addition to supporting individuals, the Assistant may contribute to team operations by coordinating onboarding meetings for new hires, assisting with planning and logistics for team events and meetings, acting as a content expert for document‑management best practices, and helping to cultivate a positive and well‑connected team culture. This position reports to the Manager, Operations and Implementation on the Strategy Planning and Management Team. 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. Support knowledge management as needed. Assist with maintaining the team SharePoint site and/or organization charts. What You’ll Do – 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. Continuously manage calendar conflicts and prioritize meetings. What You’ll Do – 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. What You’ll Do – 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; handle venue and travel logistics, room set‑up, and preparation and dissemination of materials. What You’ll Do – Potential Additional Support Duties Support and coordinate 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 (e.g., domestic or international partner/grantee meetings hosted by the foundation). What You’ll Do – Travel, Visa and Passport Support Provide travel and visa support to principals, coordinating flights, lodging, ground transportation, and security; confirm meetings and venues; prepare travel materials; and manage 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 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 the MS Office suite, especially Outlook, and including CoPilot, ChatGPT, 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. Hiring Requirements As part of our standard hiring process for new employees, employment will be contingent upon successful completion of a background check. 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 ongoing 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. This assignment is anticipated to run for eleven months, estimated April 2026 – March 2027. #J-18808-Ljbffr