Executive Assistant, Business Operations

Job Posting Organization:
The Foundation is the largest nonprofit organization dedicated to combating poverty, disease, and inequity globally. 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 among its employees to reflect the global populations it serves. The organization boasts 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 an environment that supports both personal and professional growth for its employees.

Job Overview:
The Executive Assistant role is pivotal in providing high-level, strategic administrative support to the Chief Operating Officer (COO) and the Director of Strategy Planning and Management, as well as the Chief of Staff. This position is designed to serve as an operational backbone for the Business Operations division and the Office of the COO (OCOO). The role encompasses a dual scope, balancing executive support with team and division operations work. The Executive Assistant will be responsible for managing the COO's calendar, coordinating travel logistics, and ensuring effective communication across various stakeholders. Success in this role requires a blend of strategic advisory skills, program and project management capabilities, and the ability to implement AI-enabled solutions to enhance operational efficiency. The ideal candidate will be proactive, self-motivated, and possess excellent judgment and discretion, capable of navigating both fast-paced executive support and structured operations work.

Duties and Responsibilities:
The Executive Assistant will manage a complex calendar for the COO, ensuring alignment with priorities and objectives while handling high volumes of confidential correspondence. Responsibilities include preparing briefing materials, coordinating travel logistics, and supporting team operations such as onboarding and space planning. The role also involves building and coordinating the OCOO's rhythm of business, managing division-wide programs, and improving processes through the development of tools and templates. The Executive Assistant will create and maintain knowledge management systems, promote AI adoption, and represent the office in internal and external communications. Additionally, the role includes planning and executing team events and retreats, serving as a thought partner in event design, and ensuring effective follow-up on action items.

Required Qualifications:
Candidates must possess a Bachelor's degree or equivalent experience, along with at least 5 years of experience in executive support, administrative leadership, or project coordination within a fast-paced environment. Proficiency in complex calendar management, travel coordination, and event planning is essential. Candidates should demonstrate excellent judgment, discretion, and the ability to prioritize tasks effectively in ambiguous situations. Experience in running and optimizing programs independently, as well as familiarity with knowledge management systems and collaboration platforms, is required. Strong written and verbal communication skills are necessary, along with advanced proficiency in Microsoft Office/Microsoft 365 applications. A proactive mindset and the ability to work both independently and collaboratively are crucial for success in this role.

Educational Background:
A Bachelor's degree or equivalent demonstrated experience is required for this position. This educational background should ideally be complemented by relevant coursework or training in administrative support, project management, or organizational leadership.

Experience:
The position requires a minimum of 5 years of experience in roles that involve executive support, administrative leadership, team operations, or project/program coordination. Candidates should have a proven track record of managing complex calendars, coordinating travel, and planning events in a dynamic organizational setting.

Languages:
While the job description does not specify mandatory languages, proficiency in English is implied as a requirement given the nature of the role and the organization's operations. Additional language skills may be considered beneficial but are not explicitly stated as necessary.

Additional Notes:
This position is based in Seattle, Washington, and is full-time. The Foundation does not provide immigration-related sponsorship for this role, meaning candidates must have unrestricted work authorization in the United States. The salary range for this role is between $46.92 and $70.38 USD per hour, reflecting the high-wage market differences in Seattle. New hire salaries typically fall between the minimum and midpoint of this range, depending on the candidate's skills and experience. The hiring process includes a background check, and the Foundation is committed to providing an inclusive and accessible hiring experience for all candidates.