Program Assistant

Job Posting Organization:
The organization is the largest nonprofit dedicated to combating poverty, disease, and inequity globally. Founded on the principle that all individuals, regardless of their identity or circumstances, deserve the opportunity to lead healthy and productive lives, the organization emphasizes the importance of diversity among its employees to reflect the global populations it serves. It offers a comprehensive benefits package that includes medical, dental, and vision coverage without premiums, generous paid time off, paid family leave, retirement contributions, regional holidays, and opportunities for employees to engage in various community initiatives. The organization is committed to fostering a workplace environment that supports both personal and professional growth.

Job Overview:
The Program Assistant role is crucial for providing administrative and organizational support to Deputy Directors, Senior Program Officers, and the broader team. This position requires a high level of engagement and efficiency, as the Program Assistant will be responsible for managing complex calendars, scheduling a significant volume of appointments and meetings, and making travel arrangements both domestically and internationally. The role also involves assisting in the planning and coordination of events, such as meetings and conferences, which includes logistics management and material preparation. The Program Assistant will be expected to maintain organized files and records, track tasks and projects, and contribute positively to team culture by helping design team-building events. This position is integral to ensuring that administrative functions are completed promptly, thereby facilitating a productive work environment. The successful candidate will need to demonstrate strong organizational skills, attention to detail, and the ability to navigate responsibilities proactively, especially in ambiguous situations. Reporting to the Senior Manager of Strategy & Implementation for the EDGE Team, this role is based in Seattle, WA, and requires 50% in-office work, with a limited-term contract lasting 18 months.

Duties and Responsibilities:

• Schedule a high volume of appointments and meetings, managing complex calendars for multiple individuals across various time zones.
• Make travel arrangements for domestic and international trips.
• Assist in scheduling and planning events, including meetings, conferences, and presentations, which involves coordinating logistics and preparing materials.
• Collaborate with the Events team, AV team, and external speakers for virtual events.
• Provide communication support to ensure timely responses to inquiries, including prioritizing emails and calls, and synthesizing information for decision-making.
• Maintain organized files and records, and develop a system for tracking and prioritizing tasks and projects.
• Contribute to team culture by assisting in the design of team-building and celebratory events.
• Provide administrative support, including document creation, expense reports, and file organization.
• Work on special projects as needed. 1
• Communicate clearly and consistently with grantees and partners in the field.

Required Qualifications:

• Bachelor’s degree or equivalent experience.
• 3-5 years of work experience in an administrative role within a complex and fast-paced organization.
• Proven ability to prioritize tasks and meet deadlines while providing support for multiple individuals.
• Excellent oral and written communication skills.
• Ability to effectively communicate with internal and external contacts, establish trust, and adapt to various working styles.
• Knowledge of foundation priorities and alignment with departmental goals.
• Proficiency in Microsoft Office Suite, including Outlook, Teams, PowerPoint, Word, and Excel, as well as SharePoint.
• Good judgment, maturity, discretion, tact, and a sense of humor.
• A positive, collaborative, and customer-oriented approach to work. 1
• Demonstrated confidence and grace in managing multiple priorities at a rapid pace.

Educational Background:
A Bachelor’s degree or equivalent experience is required for this position, indicating a foundational level of education that supports the administrative and organizational tasks expected of the Program Assistant.

Experience:
Candidates should have 3-5 years of relevant work experience in an administrative capacity, particularly within a complex and fast-paced organizational environment. This experience should demonstrate the ability to manage multiple priorities effectively and provide support to various individuals simultaneously.

Languages:
While the job description does not specify mandatory languages, proficiency in English is implied as essential due to the nature of the communication required in the role. Additional language skills may be beneficial but are not explicitly stated as a requirement.

Additional Notes:
This position is a limited-term role for 18 months, based in Seattle, WA, with a requirement for 50% in-office work. Relocation assistance will not be provided. The salary range for this role is between $30.58 to $42.79 USD, with actual placement depending on the candidate’s skills, experience, and expertise as evaluated during the interview process. Employment is contingent upon successful completion of a background check, and candidates must be legally authorized to work in the United States without visa sponsorship.