Program Assistant, Women's Health Innovations

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Gates Foundation

Hybrid
  • Career category: Admin, Programme/ Project design & management
  • Job type: Job
  • Humanitarian or Development: Development
  • Experience level: Not specified
  • Organisation type: Philanthropy
  • Remote option: Hybrid
  • Right to work requirements: Right to work required in advance
  • Remuneration: $29.98 USD-$41.98 USD / hourly
  • Work schedule: Full-time
  • Length of contract: Temporary/ Fixed-term
  • Deadline: 04/06/2024
  • Location: United States 
Sexual & reproductive rights (SRHR) Health
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. 

What You’ll Do
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.
  • Prioritize communications to ensure prompt responses to inquiries.
  • Provide high-quality interactions, clear and consistent communication internally as well as with grantees and partners in the field.
  • Manages logistics, scheduling and planning of virtual and in-person events including coordinating arrangements for participants with the foundation’s Events Team, handling coordination, and disseminating materials for events as needed.
  • Plays a key role in team culture and helps to design team effectiveness moments for team building and celebration.
  • Is an active member of the Women’s Health Innovations team – participating in team meetings, team events, and keeping a pulse on the health and effectiveness of the team.
  • Manage competing priorities through transparency, collaboration, and rigor.
  • Act as a liaison with internal and external partners, grantees, government officials and consultants – with an expectation of working with VIP partners.
  • Coordinate daily workflow and project progress, ensuring clear roles and responsibilities; ensures tasks and deliverables are being met and follows up on action items.
  • Provides operational support, including, but not limited to, knowledge management, maintaining an organized virtual filing system, creates team meeting agendas, captures notes and action items from key meetings/convenings.
  • Records and data management 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.
  • Other duties as assigned

Your Experience
  • Demonstrated experience in an administrative role at an organization with complex scheduling and planning as a core business need
  • Is highly proactive in identifying team needs and opportunities and helps champion and resolve them through information sharing and working together to solve problems
  • Experience setting priorities and meeting deadlines while balancing multiple, competing priorities.
  • Experience operating in a constantly changing environment, often with vague assignments, and can respond positively to change
  • 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
  • Excellent attention to detail

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