Job Description
Program Assistant, Program Advocacy & Communications
Seattle, WA
Division Summary
The mission of the Global Policy & Advocacy (GPA) program is to understand and shape the public policy debates affecting the foundation’s work, build support for its major program and policy objectives, and develop partnerships and alliances that can advance the foundation’s policy objectives nationally and globally. Because the foundation’s resources alone are not enough to solve the challenges ahead, GPA also supports advocacy efforts to engage diverse stakeholders and promote innovative solutions that advance our program goals. We work in close partnership with grantees, our colleagues in the Global Health and Global Development Programs, the Executive office, and foundation Communications to build the environment in which all people have the opportunity to lead healthy and productive lives.
Group Summary
The Program Advocacy and Communication Team (PAC) team works toward that purpose in three ways:
Ensuring our issues are championed and supported by key partners to get the most out of the aid system and financing sources.
Advancing policies that support out program strategy goals.
Partnering with key institutions to ensure they are effective in achieving our shared goals.
Leadership & Culture
Our culture shapes our choices about what we do and how we do it. We believe that energized people, working well together, fueled by great leadership in an inclusive environment can do extraordinary things. We expect foundation employees to intentionally and consistently embody our four agreements; show respect, offer trust, be transparent, and create energy.
Position Summary
The Program Assistant provides dynamic administrative support to multiple colleagues at the Deputy Director and Senior Program Officer levels, in support of the overall goals of the team. Including consistent use of good judgement, proactive thinking and action, ownership of assigned responsibilities, works well with a team, is resourceful, acts with integrity, and has a sense of humor!
Core Responsibilities
Manage complex calendars including meetings with participants in multiple time zones, both internal and external to the foundation.
Prioritize communications to ensure prompt responses to inquiries.
Provide high-quality interactions, clear and consistent communication internally as well as grantees and partners in the field.
Manage competing priorities through transparency, collaboration, and rigor.
Assist in scheduling and planning events including coordinating arrangements for participants, handling logistics, and disseminating materials. (Note: Due to COVID-19 event planning will be limited and virtual.)
Occasional team operational support.
Records and data management including, but not limited to, management of the team SharePoint site, maintaining an organized filing system, tracking, and prioritizing tasks and projects, etc.
Work on special projects as needed. May include conducting basic project management and/or research and analysis of data to respond to requests.
Is an active member of the PAC team and the Business Team – participating in team meetings, team events, and keeping a pulse on the health and effectiveness of the team.
Other duties as assigned.
Core Knowledge and Skills
Balances quality of work with meeting deadlines while making the best use of available time and resources.
Responds positively to change, accepting and using new practices to accomplish goals and solve problems.
Performs tasks thoroughly. Makes few if any errors and checks work to ensure accuracy and completeness.
Handles high workloads, competing demands, vague assignments, interruptions, and distractions with poise and ease.
Experience setting priorities while balancing the needs of providing support for multiple individuals, including: calendar management, travel arrangements, and event planning assistance.
Experience working within organizational systems to improve efficiency, and successfully working in a changing environment.
Excellent oral and written communication skills; ability to communicate effectively with internal and external contacts and have the ability to adjust to a wide variety of working styles.
Is highly proactive in identifying team needs and opportunities and helps champion and resolve them.
Experience working within organizational systems to improve efficiency and successfully working in a changing environment.
Proficient with MS Office Suite including – Outlook, SharePoint, Excel, PowerPoint, and Microsoft Teams.
Education and Experience
A minimum of 3 years work experience in an administrative role for a complex and fast-paced organization.
As part of our standard hiring process for new employees, employment with the Bill and Melinda Gates Foundation will be contingent upon successful completion of a background check.