Bill & Melinda Gates Foundation

Program Assistant (US Programs, Office of The President)

Bill & Melinda Gates Foundation

Job Description

Group Summary The vision of the Bill & Melinda Gates Foundation’s U.S. Program (USP) works to ensure all students in the US have access to educational opportunities, from Pre-K to postsecondary, that enable them to develop the knowledge, skills, and agency needed to thrive as adults and contribute to their communities. Our goal is to make sure more students are on track to obtain a postsecondary credential with labor market value such that race/ethnicity and income are no longer predictors of student success. ​ The USP Office of the President endeavors to build and cultivate a USP-wide culture that inspires and uplifts; promotes collective ownership and integration of our work, transparency, leadership, intellectual dialogue, and continuous learning and improvement. Our mission is to:
  • Ensure the optimal impact of division programs and operations, and high standards of stewardship through performance management and the strategic allocation of resources.

  • Deliver division-wide supports to program teams to bolster capacity and drive the implementation and associated change management of programmatic and operational initiatives.

  • Partner with program teams to ensure alignment of strategic priorities and actively establish an understanding of USP progress and learning across USP and foundation leadership.

Position Summary The Program Assistant (PA) for Early Learning and Office of the President provides wide and varied administrative and organizational support for Deputy Directors and Senior Program Officers as well as team-level support as needed. Core Responsibilities
  • Schedule a high volume of meetings and manage complex calendars for multiple people.

  • Make travel arrangements and update calendars to reflect those arrangements.

  • Organize and submit expenses on a timely basis.

  • Provide logistical support for events such as meetings and convenings which may include coordinating arrangements for participants, preparing and disseminating materials, providing on site logistical support, etc.

  • Responsible for high quality interactions, and clear and consistent communications with grantees and partners in the field that represent linguistically and culturally varied communities.

  • Act as liaison for the team and internal partners, answering questions and routing requests as appropriate.

  • Maintain electronic records and a well-organized system for tracking, monitoring and prioritizing tasks and projects across s multiple supported staff.

  • Active engagement in learning opportunities, including participation in team meetings, skill building, collaboration, and equity learning agenda.

Core Knowledge and Skills
  • Balances quality of work while making the best use of available time and resources.

  • Responds positively to change, adopting and using new practices or values to accomplish goals to solve problems.

  • Excellent verbal and written communication skills utilizing tact and good judgment in all interactions, particularly with individuals representing diverse linguistic and cultural backgrounds at all levels inside and outside the organization.

  • Proven efficiency meeting deadlines in a role requiring continual attention to detail in composing, typing, and proofing materials.

  • Flexibility in meeting changing organizational and team needs to be accompanied by a willingness to work with shifting role priorities to prioritize collaboration and teamwork.

  • Open to feedback and an ability to adjust to diverse communication styles.

Education and Experience
  • Proven relevant work experience in an office setting, preferably in an administrative role for a complex and dynamic organization, interacting with internal and external contacts.

  • Associate's degree and/or equivalent experience. Bachelor's degree preferred.

  • Proficiency in MS Office Suite and experience working with other complex software systems. Experience in learning new software applications preferred but not required.

  • Experience working within organizational systems to improve efficiency and successfully working in a changing environment.

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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