Senior Program Assistant

Job Posting Organization:
The organization is the largest nonprofit dedicated to combating poverty, disease, and inequity globally. It was founded on the principle that all individuals, regardless of their identity or circumstances, should have the opportunity to lead healthy and productive lives. The foundation emphasizes the importance of diversity among its employees, reflecting the varied global populations it serves. It 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 an 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, working closely with the Director and the Deputy Director of Strategy, Planning & Management. The SPA is responsible for providing comprehensive administrative support and facilitating effective communication within the teams. This position requires a proactive approach to managing complex scheduling, international travel arrangements, and logistical planning for meetings and events. The SPA is expected to understand the team's priorities and organizational dynamics to make informed scheduling decisions. Additionally, the SPA contributes to the overall team culture and operational efficiency, collaborating with various partners to ensure smooth business processes.

Duties and Responsibilities:
The Senior Program Assistant is tasked with a variety of responsibilities, including:

• Providing administrative support by managing competing priorities, handling complex emails, and coordinating workflow.
• Exercising sound judgment in decision-making and escalating issues when necessary.
• Representing leadership priorities in cross-team interactions and acting as a point of coordination.
• Utilizing AI and digital tools to enhance efficiency and improve processes.
• Managing the Director's calendar, assessing scheduling requests, and resolving conflicts.
• Ensuring smooth communication flow to and from the Director, providing daily updates and preparing materials for meetings.
• Leading projects to enhance team culture and operational consistency.
• Coordinating team member onboarding and offboarding processes.
• Supporting team events and travel logistics, including managing itineraries and expense reports. 1
• Building relationships across teams and managing sensitive matters with confidentiality.

Required Qualifications:
Candidates must possess a Bachelor’s Degree or equivalent experience, with a strong background in administrative support for senior management in a fast-paced environment. They should demonstrate excellent calendar management, international travel coordination, and event planning skills. The ability to prioritize effectively, communicate clearly, and manage complex assignments is essential. Candidates should also have strong organizational and project management skills, with proficiency in MS Office, particularly Outlook, and familiarity with AI tools. A proactive approach to identifying leadership needs and building relationships is crucial for success in this role.

Educational Background:
A Bachelor’s Degree is required, or equivalent demonstrated experience in a relevant field. The educational background should ideally include coursework or training that supports administrative functions and management skills.

Experience:
Candidates should have experience in an administrative role supporting senior management or executives, particularly in a matrixed environment. They should be adept at managing multiple priorities and possess a strong ability to work independently while demonstrating initiative and resourcefulness. Experience in handling complex projects and assignments is necessary, along with a proven track record of effective communication and relationship-building skills.

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

Additional Notes:
This position is based in Seattle, WA, and requires a hybrid work model, with approximately 50% of the time spent in the office. Relocation assistance is not available for this role. The hourly rate for this position ranges from $36.68 to $51.39 USD, with actual placement depending on the candidate's skills and experience. Employment is contingent upon successful completion of a background check. The organization is committed to providing an inclusive hiring experience and offers accommodations for candidates with disabilities. The foundation values diversity and inclusion, ensuring equal opportunity for all applicants.