Senior Program 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, should have the opportunity to lead a healthy and productive life, the Foundation 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 Foundation is committed to fostering a workplace environment that supports both personal and professional growth for its employees.

Job Overview:
The Senior Program Assistant (SPA) plays a crucial role within the Neglected Tropical Diseases (NTD) and Vaccine Development (VDev) teams, providing essential administrative support to the Directors and Deputy Directors of Strategy, Planning & Management. The SPA is responsible for managing complex calendars, coordinating a high volume of meetings across different time zones, and ensuring that the leaders' schedules align with the division's strategic goals. Beyond administrative tasks, the SPA is expected to contribute to the overall operations and culture of the teams, collaborating with various partners to enhance the rhythm of business processes. This position requires a proactive approach to managing competing priorities and fostering strong relationships with both internal and external stakeholders, while also leveraging technology and digital tools to improve efficiency and streamline operations.

Duties and Responsibilities:
The Senior Program Assistant will be tasked with a variety of duties, including but not limited to: providing high-level administrative support by managing competing priorities, handling complex emails, and overseeing travel and expense reports; coordinating workflow and rhythm of business support; representing leadership priorities in cross-functional interactions; managing the calendars of team Directors and other leaders, resolving conflicts, and optimizing their time; ensuring effective communication of key updates and decisions within the team; leading projects to enhance team culture and operational consistency; facilitating team member onboarding and offboarding; managing logistics for team-wide meetings and events; completing travel-related tasks, including itineraries and visa applications; and maintaining knowledge management processes through collaboration platforms.

Required Qualifications:
Candidates must possess a Bachelor’s Degree or equivalent experience, with a strong background in administrative support for senior management or executives in a fast-paced, matrixed environment. The ideal candidate should demonstrate exceptional skills in calendar management, international travel support, and event planning coordination. They should have a proven ability to manage complex assignments and projects, showcasing initiative and independent problem-solving skills. Strong organizational, time management, and project management skills are essential, along with the ability to balance the support needs of multiple individuals with varying communication and learning styles. Proficiency in MS Office, particularly Outlook, and familiarity with AI tools such as CoPilot and Chat GPT are strongly preferred.

Educational Background:
A Bachelor’s Degree is required for this position, or equivalent demonstrated experience in a relevant field. The educational background should reflect a strong foundation in administrative practices and support, particularly in environments that require multitasking and effective communication.

Experience:
The position requires experience in an administrative role supporting senior management or executives, particularly within a dynamic and fast-paced environment. Candidates should have a track record of managing complex projects and assignments that necessitate initiative, resourcefulness, and independent problem-solving capabilities. Experience in balancing the support needs of multiple stakeholders is crucial, as is the ability to adapt to changing demands and priorities.

Languages:
While the job description does not specify mandatory languages, proficiency in English is essential due to the nature of the role and the need for effective communication with diverse stakeholders. Additional language skills may be considered beneficial, particularly in contexts involving international partners or communities.

Additional Notes:
This role is based in Seattle, WA, and aligns with the Foundation's hybrid work model, requiring in-office work approximately 50% of the time. The hourly compensation for this position ranges from $36.68 to $51.39 USD, reflecting the Foundation's commitment to balancing competitive pay with its mission-driven goals. New hires typically start within the range minimum and midpoint, with actual placement depending on the candidate's skills and experience. It is important to note that relocation support is not available for this position, and candidates must have unrestricted work authorization in the United States. The Foundation does not provide immigration-related sponsorship for this role, including any work authorization requiring company support. Additionally, employment is contingent upon successful completion of a background check.