Program Assistant / Senior Program Assistant - Foundation Wide

The Foundation

We are the largest nonprofitfighting 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

The 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 lo gistics 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 c onfidential and / or sensitive information.

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 f il e organization, team sites, track p rojects and manage data, and records.

Senior Assistant :

Provid ing 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 assistin g 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 a ssistants, and actively champion ing team culture and effectiveness.

Exercise creative problem-solving skills and suggest appropriate solutions.

Your Experience :

K nowledge of foundation priorities and how they align with the leader, division, and team.

Senior Assistant : In-depth knowledge of the foundation's mission, values, resources, culture, systems, and business strategies .

E xperience in an administrative job , supporting multiple principals for a sophisticated and fast-paced organization. ,

Senior Assistant : e xtensive experience in supporting senior management or executives, with demonstrated ability to prioritize, adapt, and lead in dynamic environments.

• Experience leading and establishing relationships to gain the respect and trust of others.
• Experience setting priorities while balancing multiple tasks.
• Ability to prioritize effectively, communicate decisions and complete tasks in a clear effective manner.
• Knowledge of how to best support and make decisions on behalf of principals and leaders, using the appropriate voice / tone and aligning with the key messages / vision / goals set by the leadership team.
• Skilled at identifying team needs and opportunities , and how to address them effectively. Experience in adopting approaches and methods to achieve results in changing environments, while helping others navigate ongoing demands of change.
• A bachelor's degree or equivalent demonstrated experience.

The hourly rate range for this role is $29.98 to $41.98 USD for Assistants, and $35.01 - $49.00 for S enior A ssistants.

As a mission-driven organization, we strive to balance competitive pay with our mission. New hires salaries are typically between the range minimum and the salary range midpoint.

Actual placement in the range will depend on a candidate's job-related skills, experience, and expertise , as evaluated during the interview process.

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.