Bill & Melinda Gates Foundation

Program Assistant (Strategy and Insights)

Bill & Melinda Gates Foundation

Job Description

The work of the foundation supports a range of impact goals that are reflected in Global Delivery Programs (GDP), which falls under the Global Development division. GDP’s work focuses on reducing under-five and maternal mortality, disease control and eradication (limiting the spread of vaccine-preventable diseases), and global and subnational equity of selected health outcomes. The Strategy and Insights team within GDP supports the other three GDP teams (Health Systems; Health Products, Programs, and Markets; and Health Funds and Partnerships), knitting the teams together strategically and operationally. The Strategy and Insights team is accountable for deeply understanding our consumers and bringing those insights together across all of GDP. Leadership & Culture Our culture shapes our choices about what we do and how we do it. We believe that energized people, working well together, fueled by great leadership in an inclusive environment can do extraordinary things. We expect foundation employees to intentionally and consistently embody our four agreements; show respect, offer trust, be transparent, and create energy. Role Summary The Program Assistant, SPM will provide a wide range of administrative and organizational support for the Deputy Director of Strategy, Planning, and Management as well as limited support for other SPM team members to ensure the team’s work can achieve the greatest possible impact! Key Duties & Responsibilities
  • Ensure the Deputy Director is using her time and resources to have the greatest impact and is in alignment with team goals and individual priorities.

  • Schedule a high volume of appointments and meetings and manage complex calendars for multiple SPM team members, principally the Deputy Director.

  • Assist in scheduling and planning events such as large meetings, conferences, presentations, and retreats, which may include coordinating arrangements for participants, handling logistics, and preparing and disseminating materials.

  • Arrange and track domestic and international travel for the Deputy Director and team*, including securing visas when required. Travel itineraries may also be required for participants of foundation-sponsored meetings. (*limited support)

  • Promote a “one team” culture and ensure the SPM team is watching the horizon, anticipating and managing work coming its way, and staying well-connected with the rest of Strategy and Insights and GDP. Understand wider foundation priorities and how they align with GDP and SPM goals.

  • Ensure timely responses to inquiries including prioritizing and answering calls and emails.

  • Interact and communicate clearly and consistently with grantees and partners in the field.

  • Maintain organized files and records and a system for monitoring and prioritizing tasks and projects.

  • Compile and process expense reports, reimbursements, and check requests.

  • Work enthusiastically and take initiative to support the varying needs of the team.

  • Take on special projects as needed. May include conducting basic research and analysis of data to respond to requests.

  • Partner with the other Strategy and Insights PAs to plan/support broader team projects and initiatives.

  • Serve as a peer resource for other PAs across the foundation.

Core Knowledge & Skills
  • Strong organizational and task management skills. Able to be proactive, set priorities, and meet deadlines.

  • Ability to anticipate and adapt to the needs of a growing and dynamic team and to keep a pulse on health and morale. Can adjust to and work successfully with a wide variety of working styles.

  • Aptitude for understanding top-line strategies and priorities and connecting detailed work and tradeoffs to those overarching pieces.

  • Discretion and maturity, particularly regarding sensitive decisions.

  • Excellent communication skills. Able to communicate effectively and professionally with both internal and external contacts.

  • Proficient with MS Office Suite.

  • Previous executive or senior administrative assistant experience in a complex environment is required.

Qualifications
  • Associate degree and 3+ years of applicable experience.

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.
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