Our Global Health Program (GHP) harnesses advances in science and technology to save lives in poor countries. We focus on the health problems that have a major impact in developing countries but get too little attention and funding. Where proven tools exist, we support sustainable ways to improve their delivery. Where they don’t, we invest in research and development of new interventions, such as vaccines, drugs, and diagnostics. Our work in infectious diseases focuses on strategies to fight and prevent HIV/AIDS, malaria, tuberculosis, neglected tropical diseases, enteric and diarrheal diseases, and pneumonia. These strategies are supported by functional teams that focus on Discovery and Translational Sciences, Vaccine Development, and Integrated Development.
Position Summary & Responsibilities
The Executive Assistant (EA) is the business partner to the Global Health Office of the President (GH OOP) and will provide critical administrative support for the team. The EA provides executive level support to the President, the Director, and the Chief of Staff. The EA manages operational issues for the team, and serves as a mentor/lead to Senior/Program Assistants. This role is critical to efficient and smooth team operations.
Primary responsibilities are listed below:
Optimize the President’s, Director’s, and the Chief of Staff’s (Principals) time to maximize the efficiency of the team’s operations. This requires providing support to ensure that their time is preferentially dedicated to the highest priority activities, that tasks and correspondence are rapidly delegated as appropriate, and that follow-up by the GH OOP is ensured. This includes the following:
Prioritize the Principals’ appointments, meetings and travel.
Manage deadlines by keeping track of key dates and understanding the Principals’ assigned tasks.
Complex calendar management, scheduling high volumes of appointments and meetings with internal staff and external parties. Assist with prioritizing and balancing principals’ workflow and time, by successfully understanding dependencies and relationships.
Travel Arrangements: Coordinate complex, domestic and international travel arrangements for Principals.
Event Coordination: Assist in scheduling and planning of meetings, conferences and presentations for department or for external guests, which may include coordinating travel for participants, organizing logistics, preparing and disseminating materials.
Expense Reconciliation: Compilation and processing of expense reports, reimbursements, and check requests in an accurate and timely manner.
General Support: Creating, updating and/or maintaining organized files and records (physical and digital). Maintaining an organized system of tracking, monitoring and prioritizing tasks and projects.
Understand, anticipate and help manage cyclical work flow.
Assist with special projects as needed.
2. Information resource and internal communications to the GH OOP President team and cross-foundation liaison with regards to operational issues:
Provide leadership and mentorship to the Senior/Program Assistant community.
Provide communications support and assistance to ensure timely responses to inquiries from internal and external partners.
Serve as team liaison with internal operations and business partners.
Work with operations teams to relay and fulfill facilities needs.
Oversee space management and planning for the department.
Work with Executive Office and Human Resources information, maintaining confidentiality and discretion as required.
Assist and facilitate onboarding of new team members.
Provide input on new polices and guidelines, as well as help communicate changes in policies and procedures.
Disseminate information from the Executive Office and/or President team.
3. Serve as the manager for the OOP Program Assistant Float team to ensure efficient collaboration. This includes management and coordination of PA (Program Assistant) workflow and tasks, capacity building for PAs, harmonization of procedures, and serving as liaison to other administrative units as needed in the following:
Anticipate ongoing staffing needs and makes recommendations for administrative staff by devising and implementing solutions for back up staff support. This includes out of office coverage, and workload balance amongst the PAs to ensure a team approach in addressing workflow changes across the team.
Lead hiring and training efforts for new PA staff (temporary and full time): Including job postings, interviewing and hiring.
Monitor and assess performance of the PA staff (temporary and full time)
In partnership with PA managers, provide coaching and/or mentoring to Program Assistants as needed.
Manage PA agency/contingent staff relationships.
Devise and implement plans for back up staff support. This includes out of office coverage, and workload balancing amongst the PAs to ensure a team approach in addressing spikes and dips in workflow across the team.
Approve timesheets, time off/work from home requests, and expenses of PAs
Coordinate and lead Program Assistant team building and learning opportunities
A minimum of 7 years’ experience in an office setting, preferably in an administrative role for a complex and fast-paced organization, interacting intensively with internal and external contacts.
Previous experience managing, coaching and mentoring a team is preferred.
High level of flexibility, approachability, confidentiality and an excellent sense of humor
Ability to work well and respectfully with extremely diverse internal and external colleagues.
Previous work experience supporting senior level executives.
Experience setting priorities and meeting deadlines while balancing the needs of providing support for multiple individuals, including calendar management, travel arrangements, and event planning coordination.
Excellent oral and written communication skills in an environment requiring diplomacy and good judgment in managing interactions with individuals at all levels inside and outside an organization.
Demonstrated effectiveness meeting deadlines in a role requiring continual attention to detail in composing, typing, and proofing materials.
Experience establishing organizational systems to improve efficiency and functioning in a changing environment.
Demonstrated proficiency with MS Office Suite with extensive experience using Outlook and MS SharePoint. Experience in web-based research, and learning and mastering new software applications is required.
As part of our standard hiring process for new employees, employment with the Bill and Melinda Gates Foundation will be contingent upon successful completion of a background check.
The Bill & Melinda Gates Foundation is dedicated to the belief that all lives have equal value. We’re committed to creating a workplace where employees thrive both personally and professionally. We also believe our employees should reflect the rich diversity of the global populations we aim to serve—in race, gender, age, cultures and beliefs—and we support this diversity through all of our employment practices.
All applicants and employees who are drawn to serve the mission of the Bill & Melinda Gates Foundation will enjoy equality of opportunity and fair treatment without regard to:
From poverty to health, to education, the Bill and Melinda Gates foundation focuses on improving the lives of billions of people worldwide. There are four problem areas the organization focuses on; the Global Development Division, Global Health Division, United States Division, and Global Policy & Advocacy Division. In developing countries the foundation focuses on improving the health and welln...ess of people as well as helping children and families escape from extreme hunger and poverty. In the United States, the foundation focuses on low-income families and makes sure that everyone has opportunities to receive an education that will help them succeed. The foundation works with numerous organizations around the world to tackle critical problems and addresses challenging inequalities. The headquarters of this organization is based in Seattle, Washington, one of the most proactive global health and non-profit cities in the world.