Senior Assistant

Job Posting Organization:
The Foundation is the largest nonprofit organization dedicated to combating poverty, disease, and inequity on a global scale. Established with the mission that every individual, regardless of their identity or circumstances, deserves the opportunity to lead a healthy and productive life, the Foundation emphasizes the importance of diversity within its workforce to reflect the global populations it serves. The organization boasts a comprehensive benefits package for its employees and their families, which includes extensive medical, dental, and vision coverage without premiums, generous paid time off, paid family leave, and a foundation-paid retirement contribution. The Foundation operates in multiple countries, focusing on creating an environment that fosters both personal and professional growth for its employees.

Job Overview:
The Senior Assistant position is integral to providing comprehensive support to multiple high-level executives, including at least one director and one deputy director. This role involves managing complex calendars, coordinating a high volume of meetings across various time zones, and ensuring that the leaders' schedules align with key strategic priorities. The Senior Assistant acts as a trusted partner, anticipating needs, resolving scheduling conflicts, and offering thoughtful recommendations to enhance productivity. Beyond core administrative tasks such as calendar management, travel coordination, and expense processing, the role also contributes significantly to team operations and culture. This includes planning events and retreats, supporting knowledge management systems, and assisting in the overall rhythm of business within the team. Ideal candidates for this position are self-motivated, proactive, and dedicated to supporting both the principals and the team as a whole, demonstrating excellent attention to detail, responsiveness, and accuracy.

Duties and Responsibilities:
The Senior Assistant will provide high-level administrative support by anticipating and managing competing priorities, proactively handling a high volume of complex emails, managing travel and expense reports, coordinating workflow, and fostering strong collaborative relationships with both internal and external partners. The role requires leveraging technology, including Artificial Intelligence (AI) and digital tools, to streamline support and ensure efficiency and accuracy. Calendar management is a critical aspect of the role, requiring proactive and strategic oversight of the principals' schedules, aligning them with priorities and division goals, and addressing calendar conflicts. The Senior Assistant will also support team coordination by organizing meetings and activities that align with team goals, assist with onboarding new employees, and help sustain team culture. Additionally, the role involves leading the planning and logistics for various events, managing all aspects of principal travel, and ensuring effective communication with stakeholders regarding calendar-related inquiries. The Senior Assistant will also support business operations by tracking and coordinating rhythm of business processes and contributing to knowledge management systems.

Required Qualifications:
Candidates must possess a Bachelor’s degree or equivalent demonstrated experience, along with a minimum of 3 years of experience in executive-level or senior management support. Additionally, candidates should have at least 3 years of experience in event planning and/or project management. The ability to prioritize effectively, communicate decisions clearly, and execute tasks efficiently is essential. Candidates should also demonstrate experience in building relationships and gaining the respect and trust of others, as well as the ability to adapt to dynamic situations and help others navigate change. Proficiency in the MS Office suite, particularly Outlook, and familiarity with AI tools such as CoPilot and Chat GPT are also required. Candidates must be legally authorized to work in the United States without visa sponsorship.

Educational Background:
A Bachelor’s degree is required for this position, or equivalent demonstrated experience in a relevant field. This educational background should provide a solid foundation for the administrative and strategic support required in this role.

Experience:
The ideal candidate should have a minimum of 3 years of experience providing executive-level or senior management support, along with 3 years of experience in event planning and/or project management. This level of experience is necessary to effectively manage the complexities of the role and to support high-level executives in a fast-paced environment.

Languages:
While the job description does not specify mandatory languages, proficiency in English is essential given the nature of the role and the location. Additional language skills may be considered beneficial, especially if they align with the Foundation's global operations and diverse workforce.

Additional Notes:
This position is a limited-term role lasting 24 months and will report to the Deputy Director of Strategy, Planning, and Management. The organization does not provide relocation assistance for this position. The salary range for this role is between $35.67/hour and $50.00/hour USD, with actual placement depending on the candidate’s skills, experience, and expertise as evaluated during the interview process. The Foundation is committed to a diverse and inclusive workplace, ensuring equal opportunity and fair treatment for all applicants and employees.