Assistant, Foundation Strategy Office, 2-year LTE at Gates… · Seattle

Summary: Gates Foundation is the largest nonprofit fighting poverty, disease, and inequity around the world. They are seeking an Assistant for their Foundation Strategy Office to provide comprehensive administrative support to leadership, manage complex calendars, and coordinate team operations and events. Responsibilities: - Provide comprehensive administrative support by managing high volumes of email, tracking priorities, handling expenses and reimbursements, and engaging in special projects as needed - Assist with maintaining the team SharePoint site and/or org charts - Leverage technology, Artificial Intelligence (AI), automation and digital tools to streamline support, ensuring efficiency and accuracy - Support knowledge management and rhythm of business meetings as needed - Provide high-level scheduling and calendar support for multiple principals —including those in leadership — by coordinating complex, high-volume meetings across time zones, managing calendars, prioritizing tasks, and ensuring effective communication and conflict resolution - Continuous calendar(s) conflict management and meeting prioritization - Support team effectiveness and culture by serving as a resource on business operations, participating in assistant meetings, and collaborating with leadership on team culture initiatives - Support new team members with onboarding meeting coordination - Assist in planning and logistics for events, including internal/external meetings, retreats, team building events, presentations, which may include coordinating arrangements and reimbursements for participants, handling venue and travel logistics, room set-up, and preparing and disseminating materials - Support or provide project management, planning, coordination, and preparation for deliverables and workstreams - Provide travel and visa support to principals, which may include coordinating flights, lodging, ground transportation, and security, confirming meetings and venues, preparing travel materials, and managing visa/passport processes - Communicate effectively with principals to ensure clarity on questions, conflicts, and trade-offs related to calendar management, facilitating informed decision-making - Provide clear, timely, and audience-appropriate communications for all inquiries and requests, while maintaining consistent communication with internal and external partners - Demonstrate professionalism and use discretion with sensitive information Required Qualifications: - A Bachelor's degree or equivalent demonstrated experience - Some experience in an administrative job for a complex and fast-paced organization - Experience setting priorities and meeting deadlines while balancing multiple competing priorities - Strong communication skills - Must have unrestricted work authorization in the country where this position is located Preferred Qualifications: - Experience working with MS Office suite, especially Outlook, and including CoPilot, Chat GPT and other AI tools is strongly preferred - Some experience with event planning or project management a plus Required Skills: Calendar management, Email management, Expense processing, Travel coordination, Visa, passport support, Event planning, MS Office, Artificial Intelligence tools, Responsiveness, Discretion, Project management Benefits: Comprehensive medical, dental, and vision coverage with no premiums, Generous paid time off, Paid family leave, Foundation-paid retirement contribution, Regional holidays, Opportunities to engage in several employee communities