Assistant

Job Posting Organization:
The Foundation is the largest nonprofit organization dedicated to combating poverty, disease, and inequity globally. Founded on the principle 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 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, regional holidays, and opportunities for employees to engage in various community initiatives. The Foundation is committed to fostering a workplace environment that promotes both personal and professional growth for its employees.

Job Overview:
In this role, the Assistant will provide essential administrative and logistical support to multiple leaders within the Foundation Strategy Office (FSO). The Assistant will be responsible for managing complex calendars, scheduling numerous meetings across different time zones, and ensuring that the principals remain focused on their key priorities. This includes handling high volumes of email, processing expenses and reimbursements, and coordinating travel arrangements, which encompass logistics for flights, accommodations, ground transportation, and visa and passport support. The Assistant will also play a vital role in team operations by coordinating onboarding for new hires, assisting in planning team events, and fostering a positive team culture. Ideal candidates will be self-motivated, proactive, and dedicated to supporting both the principals and the team as a whole, demonstrating excellent attention to detail and responsiveness.

Duties and Responsibilities:
The Assistant's core responsibilities include providing comprehensive administrative support by managing high volumes of email, tracking priorities, handling expenses and reimbursements, and engaging in special projects as needed. The Assistant will assist in maintaining the team SharePoint site and org charts, leveraging technology, AI, and digital tools to enhance efficiency and accuracy in support tasks. Calendar management is a critical aspect of the role, requiring high-level scheduling and coordination of complex, high-volume meetings across time zones, prioritizing tasks, and ensuring effective communication and conflict resolution. The Assistant will support team effectiveness and culture by participating in assistant meetings and collaborating with leadership on team culture initiatives. Additionally, the Assistant will assist in planning and logistics for various events, including internal and external meetings, retreats, and team-building activities, which may involve coordinating arrangements and reimbursements for participants, handling venue and travel logistics, and preparing materials. The role also includes providing travel and visa support to principals, confirming meetings and venues, and managing visa/passport processes. Effective communication with principals is essential to ensure clarity on calendar management and facilitate informed decision-making.

Required Qualifications:
Candidates must possess a Bachelor’s degree or equivalent demonstrated experience. Some experience in an administrative role within a complex and fast-paced organization is required. The ability to set priorities and meet deadlines while managing multiple competing priorities is essential. Strong communication skills are necessary, along with proficiency in the MS Office suite, particularly Outlook, and familiarity with AI tools such as CoPilot and Chat GPT is strongly preferred. Experience in event planning or project management is a plus. Candidates must have unrestricted work authorization in the country where this position is located, as the Foundation does not provide immigration-related sponsorship for this role.

Educational Background:
A Bachelor’s degree or equivalent demonstrated experience is required for this position. This educational background is essential to ensure that candidates possess the necessary skills and knowledge to effectively support the leadership team and manage the various responsibilities associated with the role.

Experience:
Candidates should have some experience in an administrative role within a complex and fast-paced organization. This experience is crucial for understanding the demands of the position and for effectively managing the responsibilities that come with supporting multiple principals in leadership roles.

Languages:
While specific language requirements are not mentioned, strong communication skills in English are mandatory. Additional language skills may be beneficial but are not explicitly required for this position.

Additional Notes:
The salary range for this role is between $31.44/hour to $44.04/hour USD. As a mission-driven organization, the Foundation aims to balance competitive pay with its mission. New hire salaries typically fall between the minimum and midpoint of the salary range, with actual placement depending on the candidate’s job-related skills, experience, and expertise as assessed during the interview process. Employment is contingent upon successful completion of a background check. The Foundation is committed to providing an inclusive and accessible hiring experience for all candidates, offering accommodations for individuals with disabilities or medical conditions as needed. The organization values diversity, equity, and inclusion in its workforce and strives to ensure equality of opportunity for all applicants and employees.