The goal of the Global Development Program (GDP) is to increase opportunities for people in the developing world to lift themselves out of hunger and poverty and to help deliver targeted healthcare solutions in these regions. Our strategies focus on Agriculture Development; Water, Sanitation, and Hygiene; Financial Services for the Poor; Maternal, Newborn and Child Health; Gender Equality; Nutrition; and Family Planning. These strategies are supported by functional teams that focus on Vaccine Delivery and Integrated Delivery.
The Program Assistant is a key member of the Nutrition team, and provides a wide and varied range of administrative and organizational support for up to five senior level managers. Efficiency, attention to detail, flexibility and good judgment to ensure smooth operations of the team are critical in this role. Primary responsibilities are listed below.Providing a wide variety of administrative support including complex calendar management, travel planning, event planning, document creation and organization and maintenance of files. Scheduling of high volume of domestic and international appointments and meetings for one or more colleagues, including participant coordination and facilitation of both on and off-site logistics. Acting as a liaison with internal and external partners, grantees, government officials and consultants, answering and prioritizing telephone calls, email and mail communications. Managing complex calendars including scheduling on and offsite meetings with internal and external participants while navigating multiple time zones. Coordinating complex international and domestic travel arrangements. Maintaining an organized system of tracking, monitoring, and prioritizing tasks and projects. Assisting in scheduling and planning for events, such as meetings, conferences, and presentations, which may include coordinating arrangements for participants, handling logistics, preparing and disseminating materials. Creating, updating and/or maintaining organized files and records. Compiling and processing expense reports, reimbursements, and check requests, in an accurate and timely manner. Providing communications support and assistance to ensure timely responses to inquiries including: Acting as liaison for team with internal partners, answering questions and routing requests appropriately. Taking and distributing minutes of meetings.*This position is part time, 20-30 hours per week.
A minimum of three years’ work experience in an office setting, preferably in an administrative role for a complex and fast-paced organization, interacting intensively with internal and external contacts. Bachelor’s degree is preferred but not required. Experience setting priorities and meeting deadlines, and balancing the needs of multiple individuals. Experience with calendaring, travel arrangements, and event/meeting planning coordination. Excellent oral and written communication skills in an environment requiring diplomacy and good judgment in managing interactions with individuals at all levels, inside and outside an organization. Ability to problem solve through situations that have undefined boundaries, lack of clarity or missing information. Demonstrated proficiency with MS Office is required, in particular MS Outlook. Previous experience using MS SharePoint preferred, but not required. Experience in learning new software applications. Demonstrated positive, collaborative approach to work. Maturity, discretion and a sense of humor.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.