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Program Assistant, Gender Equality Office of the President (LTE)

Bill & Melinda Gates Foundation

Bill & Melinda Gates Foundation

Quality Assurance
Seattle, WA, USA
Posted on Thursday, September 14, 2023

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, we’re committed to creating an environment for you to thrive both personally and professionally.

The Team

In 2020, the Bill & Melinda Gates Foundation announced the creation of a new division, Gender Equality (GE), driven by our determined leadership and partnership to accelerate progress for women and girls globally.

Recent years have seen an unprecedented confluence of energy on this issue, and we have a greater understanding than ever before on the centrality of gender to all development outcomes embodied in the Sustainable Development Goals (SDGs). Created to capitalize on the belief that we are at a pivotal point in history for gender equality, the division is comprised of the Gender Equality Office of the President team, Women’s Economic Empowerment program team, and Gender Equality program advocacy and communications team. This new division signals our intent to fully maximize our voice and our co-chair’s commitment to accelerate impact under the leadership of a dedicated Gender Equality President. Additionally, we will continue our broader gender integration agenda, working with and across all global program teams to ensure gender is being incorporated in an intentional way to increase impact.

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 embody our four agreements intentionally and consistently; show respect, offer trust, be transparent, and create energy.

Note: This is a 24-month limited-term engagement. The job posting will close on September 20, end of day.

Summary

In this role, you will provide wide and varied administrative and organizational support for division and individual teams. The Gender Equality Division is a new and growing division and will be evolving our support model and structure, so we are seeking a candidate that is comfortable with ambiguity is flexible and is energized by tackling new areas of work.

Excellent judgement, proactive thinking and action, ownership of assigned responsibilities, resourceful problem solving and acting with integrity are all critical skills for success in this role. This role facilitates and coordinates a range of critical tasks and projects in support of their program team, the Assistant community, and the division. Working in collaboration with both internal and external stakeholders daily, acting as a team player and with a sense of humor is essential for success.

Core Responsibilities

· Manage complex calendars including meetings with participants in multiple time zones, both internal and external to the foundation for up to 4-6 principals.

· Act as a liaison with internal and external partners, grantees, government officials and consultants – with an expectation of working with VIP partners.

· 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.

· Coordinate daily workflow and project progress, ensuring clear roles and responsibilities; ensures tasks and deliverables are being met and follows up on action items.

· Manage logistics, scheduling and planning of events including coordinating arrangements for participants, handling coordination, and disseminating materials for high level events as needed.

· Provide operational support, including, but not limited to, knowledge management, maintaining an organized virtual filing system, creating team meeting agendas, capturing notes and action items from key meetings/convenings.

· Record and manage data including, but not limited to, management of the team Microsoft Teams pages, 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.

· Play a key role in team culture and helps to design team effectiveness moments for team building and celebration.

· Be an active member of the Gender Equality team and the Business Team – participating in team meetings, team events, and keeping a pulse on the health and effectiveness of the team

Core Knowledge and Skills

· (Accountability and Dependability) Balances quality of work with meeting deadlines while making the best use of available time and resources.

· (Adaptability and Flexibility) Responds positively to change, embracing and using new practices to accomplish goals and solve problems.

· (Attention to Detail) Performs task with care; is thorough. Makes few if any errors and checks work to ensure accuracy and completeness.

· (Stress Tolerance) Handles high workloads, competing demands, vague assignments, interruptions, and distractions with poise and ease.

· (Teamwork) Encourages team unity through sharing information or expertise, working together to solve problems, and putting team success first.

Qualifications

· A minimum of 3 years work experience in an administrative role for a complex and fast-paced organization

· Is highly proactive in identifying team needs and opportunities and helps champion and resolve them.

· Experience setting priorities and meeting deadlines 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; must be able to communicate effectively with internal and external contacts and can adjust to a wide variety of working styles.

· Proficient with MS Office Suite including – Outlook, SharePoint, Excel, PowerPoint, and Microsoft Teams.

Desired Competencies: Accountability and Dependability, Adaptability and Flexibility, Attention to Detail, Emotional intelligence, Stress Tolerance, and Teamwork.

What does success look like?

For the Gender Equality PA role:

1-3 Months

· Become proficient in foundation systems and how the team uses them (Outlook, MS Teams, OneNote, SharePoint, etc.)

· Build working knowledge of team’s priorities, key stakeholders and understanding of internal teams at the foundation

· Begin to form relationships with key stakeholders within the foundation’s assistant community.

3-6 Months

· Feel more integrated into team rhythm of business

· Feel as though you can actively participate and drive team culture

· Can engage in team discussions, provide input and lead in more informed in identifying roadblocks and be proactive in problem solving to ensure efficiency and impact.

· Have a big picture view of the work the team is trying to achieve and how it fits into overall foundation strategies and external partner landscape.

· Can effectively manage trade-offs for supported principals with minimal input

* Must be able to legally work in the country where this position is located without visa sponsorship.

* The typical salary range for this role is $21.73 to $40.38 USD. The exact offer will be determined by a variety of factors such as the candidate’s individual skills, qualifications, and experience relative to the requirements of the role.

Hiring Requirements

As part of our standard hiring process for new employees, employment will be contingent upon successful completion of a background check.

Candidate Accommodations

If you require assistance due to a disability in the application or recruitment process, please submit a request here.

Inclusion Statement

We are dedicated to the belief that all lives have equal value. We strive for a global and cultural workplace that supports ever greater diversity, equity, and inclusion — of voices, ideas, and approaches — and we support this diversity through all our employment practices.

All applicants and employees who are drawn to serve our mission will enjoy equality of opportunity and fair treatment without regard to race, color, age, religion, pregnancy, sex, sexual orientation, disability, gender identity, gender expression, national origin, genetic information, veteran status, marital status, and prior protected activity.