Senior 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, should have 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. The organization offers a comprehensive benefits package that includes medical, dental, and vision coverage without premiums, generous paid time off, paid family leave, retirement contributions funded by the foundation, regional holidays, and opportunities for employees to engage in various community initiatives. The workplace culture is focused on fostering an environment where employees can thrive both personally and professionally, aligning with the organization's mission to create equitable opportunities for all.

Job Overview:
The Senior Assistant is a pivotal role within the U.S. Programs Data Team, responsible for ensuring the efficient operation of the team by providing high-level administrative and operational support to multiple principals and the U.S. Data Director. This position demands exceptional organizational skills, sound judgment, and the ability to manage complex calendars and coordinate meetings across different time zones. The Senior Assistant acts as a trusted partner, anticipating needs, resolving scheduling conflicts, and offering thoughtful recommendations to enhance productivity. Beyond administrative tasks, the Senior Assistant plays a crucial role in team operations, contributing to event coordination, rhythm of business management, and knowledge-sharing. The ideal candidate will adopt a proactive and collaborative approach to support the team's mission and daily operations, ensuring that all activities align with the strategic priorities of the organization.

Duties and Responsibilities:
The Senior Assistant's duties encompass a wide range of responsibilities, including:

• Administrative and Calendar Support: Proactively manage calendars and workflows for multiple principals and the U.S. Data & AI Director, ensuring alignment with division goals. Anticipate and resolve scheduling conflicts, manage competing demands, and coordinate meetings across multiple time zones. Handle high-volume correspondence, travel logistics, and expense reports with accuracy and discretion. Utilize technology and AI tools to enhance efficiency in administrative processes.
• Team Operations: Collaborate with operations and planning functions to track priorities and support the team’s operational processes. Coordinate recurring meetings, retreats, and operational activities to maintain the team’s rhythm of business. Assist with onboarding new staff and partner with leadership to achieve team goals.
• Events and Logistics Management: Plan and manage logistics for team events, retreats, and partner meetings, both domestically and internationally. Coordinate agendas, materials, and follow-up actions to ensure successful outcomes. Provide onsite support for major meetings as needed.
• Travel and Communication: Manage complex domestic and international travel arrangements for principals and the U.S. Data Director, ensuring all trip details and briefing materials are prepared and communicated timely. Act as a liaison between principals, team members, and external partners, maintaining confidentiality and professionalism.
• Knowledge Management: Assist with knowledge management tools and maintain updated team resources, including organizational charts and distribution lists. Lead or contribute to administrative community efforts that enhance coordination and shared learning across the U.S. Programs division.

Required Qualifications:
Candidates must possess a Bachelor’s degree or equivalent demonstrated experience. A broad knowledge of the organization’s mission, values, resources, culture, systems, and business strategies is essential. Candidates should have the ability to prioritize effectively, communicate decisions clearly, and execute processes efficiently. Knowledge of decision-making on behalf of leaders and the ability to identify team needs and champion solutions are crucial. Intermediate experience in an administrative role supporting senior management or executives is required, along with experience in building relationships and gaining respect and trust. Familiarity with MS Office suite, particularly Outlook, and experience with AI tools such as CoPilot and ChatGPT are strongly preferred. Candidates must also be legally authorized to work in the country where the position is located 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 candidates with a solid understanding of administrative processes and organizational dynamics, equipping them to effectively support senior management and contribute to the team’s operational success.

Experience:
Candidates should have intermediate experience in an administrative role, particularly in supporting senior management or executives. This experience should include managing complex calendars, coordinating meetings, and handling high-volume correspondence. Additionally, candidates should have a proven track record of building relationships and gaining the respect and trust of others, as well as adapting to dynamic situations and helping others navigate change.

Languages:
While the job description does not specify mandatory languages, proficiency in English is implied as essential due to the nature of the role and the organization’s operations. Additional language skills may be beneficial but are not explicitly required.

Additional Notes:
This position offers a salary range of $35.67 to $50.00 USD, with actual placement depending on the candidate’s skills, experience, and expertise as evaluated during the interview process. The organization is committed to balancing competitive pay with its mission-driven focus. Employment is contingent upon successful completion of a background check. The organization is dedicated to diversity, equity, and inclusion, ensuring that all applicants and employees are treated fairly and equitably, regardless of their background.