Senior Program Assistant

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Description

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You provide senior administrative and organizational support for leaders of teams. You coordinate the planning and allocation of leader’s time and work to deliver the day-to-day objectives and coordination of administrative initiatives and projects. You have broad knowledge of foundation procedures, policies, and relevant systems to support improvements in team effectiveness.

Responsibilities

• Manage complex calendars, including meetings with participants in multiple time zones, both internal and external to the foundation for 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.
• Manages logistics, scheduling and planning of events including coordinating arrangements for participants, handling coordination, and disseminating materials for high level events as needed.
• Provides operational support, including, but not limited to, knowledge management, maintaining an organized virtual filing system, and capturing 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.
• 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 Family Planning team and the Business Team – participating in team meetings, team events, and keeping a pulse on the health and effectiveness of the team.
• Other duties as assigned.
• Balance quality of work with meeting deadlines while making the best use of available time and resources.
• Responds positively to change, embracing and using new practices to accomplish goals and solve problems.
• Performs tasks with care; is thorough. Makes few if any errors and checks work to ensure accuracy and completeness.
• Handles high workloads, competing demands, vague assignments, interruptions, and distractions with poise and ease.
• Encourages team unity through sharing information or expertise, working together to solve problems, and putting team success first.

Requirements:

• Demonstrated experience in an administrative role for a complex and fast-paced organization
• 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.

Source: https://gatesfoundation.wd1.myworkdayjobs.com/en-US/Gates/job/London-UK/Senior-Program-Assistant–Family-Planning_B020994-1

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