The Foundation
We are the largest nonprofit fighting poverty, disease, and inequity around the world. Founded on a simple premise: people everywhere, regardless of identity or circumstances, should have the chance to live healthy, productive lives. We believe our employees should reflect the rich diversity of the global populations we aim to serve. We provide an exceptional benefits package to employees and their families which include comprehensive medical, dental, and vision coverage with no premiums, generous paid time off, paid family leave, foundation-paid retirement contribution, regional holidays, and opportunities to engage in several employee communities. As a workplace, weโre committed to creating an environment for you to thrive both personally and professionally.
The TeamThe Assistant / Senior Assistant role provides a wide and varied range of administrative and organizational support for foundation leaders and their teams. The ideal candidate thrives in a busy environment, embraces new challenges, and consistently exhibits an optimistic disposition within the organization. You will help manage high workloads, handle multiple tasks, and consistently meet deadlines. Both roles require a detail-oriented, organized, and proactive individual who excels in providing administrative support at different levels of an organization. However, the responsibilities and complexity of tasks vary based on the position, with Senior Assistants taking on more strategic and high-level tasks. As a member of a dynamic and diverse team, you will contribute to advancing the Foundation's mission and values. This is an evergreen posting that will allow you to be considered for upcoming and future assistant and senior assistant roles at the Foundation, across multiple teams and divisions, through a streamlined hiring process.
This program is for full-time US-based roles located in Seattle, WA and Washington DC.
What You'll Do:
- Schedule appointments and meetings, managing complex calendars for participants across different time zones both internal and external to the foundation.
Assistant:
Managing approximately 4-8 calendars and scheduling meetings
Senior Assistant:
Managing 2-4 calendars at the deputy director-level and above and preparing for critical meetings.
- Coordinate and make travel arrangements, managing sophisticated schedules.
Assistant:
Making travel arrangements and managing schedules for multiple team members.
Senior Assistant:
Managing highly sophisticated travel arrangements and schedules for multiple team members, with an emphasis on senior leaders.
- Assist in the scheduling and planning of events such as meetings, team buildings, field visits, conferences, retreats, and presentations.
Assistant:
Coordinating arrangements for participants, handling logistics, room set-up, and preparing and disseminating materials.
Senior Assistant:
In addition to the above, managing logistics for more sophisticated events and ensuring smooth execution.
- Providing clear and consistent communication support and assistance to ensure timely responses to inquiries, both written and verbal communications (emails, meetings, etc.), and handing confidential and/or sensitive information.
โ- Collaborating with both internal and external partners, including field teams, while facilitating team communication and logistics. Engaging with high-level collaborators such as key partners, grantees, government officials, and consultants.
Senior Assistant:
In addition to the above, managing communications for leaders.
- Support knowledge management efforts, particularly document management using foundation-approved solutions and guidelines. Maintain file organization, team sites, track projects and manage data, and records.
Senior Assistant:
Providing sophisticated document management and strategic support for knowledge management.
- Prepare and process routine financial tasks such as expense reports, reimbursements, check requests, and basic financial duties, including budget and invoice reconciliation.
Senior Assistant:
Handling more sophisticated financial duties and budget reconciliation.
- Collaborating with the leadership team to achieve goals and create deliverables. Assistants help achieve team goals, while Senior Assistants may lead projects and special initiatives.
- Contribute to the support community, handling administrative tasks and assisting with special projects as needed Support an inclusive culture by modeling behaviors and actions; raise issues in a timely fashion and to appropriate partners.
Senior Assistant:
Leading by example, mentoring assistants, and actively championing team culture and effectiveness.
- Exercise creative problem-solving skills and suggest appropriate solutions.
Your Experience:- Knowledge of foundation priorities and how they align with the leader, division, and team.
Senior Assistant: In-depth knowledge of the foundationโs