Program Assistant - Gender Equality

Job Posting Organization:
The organization is the largest nonprofit dedicated to combating poverty, disease, and inequity globally. Founded on the principle that everyone, regardless of their identity or circumstances, deserves the opportunity to lead healthy and productive lives, 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 with no 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 Program Assistant plays a crucial role in providing comprehensive administrative and logistical support to multiple principals, including those in leadership roles, in alignment with the organization’s evolving staffing model. This position involves managing complex calendars, scheduling a high volume of meetings across various time zones, and ensuring that principals remain focused on their most important priorities. The Assistant will also contribute to team operations by coordinating onboarding meetings for new hires, assisting with planning and logistics for team events and meetings, and helping to cultivate a positive and well-connected team culture. The role is situated within the Gender Equality Office of the President and is part of a centralized support team that assists programmatic teams within the Gender Equality division.

Duties and Responsibilities:
The Program Assistant is responsible for a wide range of duties, including: providing comprehensive administrative support by managing high volumes of email, tracking priorities, handling expenses and reimbursements, and engaging in special projects as needed; leveraging technology, including Artificial Intelligence (AI) and digital tools, to streamline support and ensure efficiency and accuracy; providing high-level scheduling and calendar support for multiple principals by coordinating complex, high-volume meetings across time zones, managing calendars, prioritizing tasks, and ensuring effective communication and conflict resolution; managing continuous calendar conflicts and meeting prioritization; supporting team effectiveness and culture by serving as a resource on business operations, participating in assistant meetings, and collaborating with leadership on team culture initiatives; supporting new team members with onboarding meeting coordination; communicating effectively with principals to ensure clarity on questions, conflicts, and trade-offs related to calendar management; providing clear, timely, and audience-appropriate communications for all inquiries and requests while maintaining consistent communication with internal and external partners; and demonstrating professionalism and discretion with sensitive information.

Required Qualifications:
Candidates should possess some experience in an administrative role within a complex and fast-paced organization. Proficiency in the MS Office suite, particularly Outlook, as well as familiarity with AI tools such as Copilot and Claude, is strongly preferred. Candidates must demonstrate the ability to set priorities and meet deadlines while balancing multiple competing priorities. Strong initiative, organizational skills, and the ability to work autonomously and cross-functionally while remaining flexible to changing tasks and priorities are essential. Additionally, candidates should have demonstrated knowledge of how to build and maintain productive working relationships in matrixed environments. It is mandatory for candidates to have unrestricted work authorization in the United States, as the foundation does not provide immigration-related sponsorship for this role.

Educational Background:
While the job ad does not specify a particular educational background, it is generally expected that candidates have a relevant degree or equivalent experience that supports their ability to perform the duties outlined in the job description. A background in administration, business management, or a related field may be advantageous.

Experience:
The position requires some experience in an administrative role, particularly within a complex and fast-paced organization. Candidates should have a proven track record of managing multiple tasks and priorities effectively, demonstrating the ability to work independently and collaboratively in a team environment.

Languages:
The job ad does not specify mandatory languages; however, proficiency in English is likely essential given the nature of the role and the organization’s operations. Additional language skills may be considered an asset, particularly in relation to the foundation's global mission.

Additional Notes:
This position is based in Seattle, WA, and requires adherence to a 50% in-office work policy. Relocation assistance is not available for this role. The salary range for this position is between $31.44 and $44.04 USD per hour, with actual placement depending on the candidate’s job-related skills, experience, and expertise as evaluated during the interview process. Employment is contingent upon successful completion of a background check. The organization is committed to providing an inclusive and accessible hiring experience for all candidates, offering accommodations for individuals with disabilities or medical conditions as needed.