Temp - Program Assistant, Family Planning, Gender Equality (Hybrid From Seattle) (Remote)

As the employment agency hiring temporary workers to be assigned to the Bill and Melinda Gates Foundation, we are responsible for direct hiring and seeking candidates for the following temporary role at the Foundation.

AgileOne designs and develops global workforce and procurement solutions for Fortune 1000 companies. Our focused and consultative approach provides solutions that streamline business processes and deliver efficiencies to human resources, procurement, and suppliers.

At the Bill & Melinda Gates Foundation we believe that by creating an environment for our employees to thrive personally and professionally, we will have maximum impact toward our missions to achieve our vision. To learn more about our vision and missions, please visit our website at www.gatesfoundation.org. To learn more about career opportunities at the Bill & Melinda Gates Foundation, please visit our Careers site at www.gatesfoundation.org/career.

Group Summary
In 2020, the Bill & Melinda Gates Foundation announced the creation of a new division, Gender Equality (GE), driven by our determined leadership and partnership to accelerate progress for women and girls globally. This role is a part of the Gender Equality Division's Family Planning (FP) team, which works to bring access to high-quality contraceptive information, services, and supplies to women and girls in the world's poorest countries. The FP team's work spans the spectrum from innovation, advocacy, and data, to supporting delivery and scale in localized and global contexts.

Leadership & Culture
Our culture shapes our choices about what we do and how we do it. We believe that energized people, working well together, fueled by great leadership in an inclusive environment can do extraordinary things. We expect foundation employees to embody our four agreements intentionally and consistently; show respect, offer trust, be transparent, and create energy.
Summary of Position
Provide wide and varied administrative and organizational support for the Family Planning team. A successful candidate will demonstrate excellent judgement, proactive thinking and action, ownership of assigned responsibilities, resourceful problem solving and acting with integrity are all critical skills for success in this role. This role facilitates and coordinates a range of critical tasks and projects in support of their program team, the Assistant community, and the division. Working in collaboration with both internal and external stakeholders daily, acting as a team player and with a sense of humor is essential for success.
Core 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.
  

Core Knowledge and Skills

• (Accountability and Dependability) Balances quality of work with meeting deadlines while making the best use of available time and resources.
  
• (Adaptability and Flexibility) Responds positively to change, embracing and using new practices to accomplish goals and solve problems.
  
• (Attention to Detail) Performs task with care; is thorough. Makes few if any errors and checks work to ensure accuracy and completeness.
  
• (Stress Tolerance) Handles high workloads, competing demands, vague assignments, interruptions, and distractions with poise and ease.
• (Teamwork) Encourages team unity through sharing information or expertise, working together to solve problems, and putting team success first.

Qualifications

• A minimum of 3 years work experience in an administrative role for a complex and fast-paced organization.
• Is 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.

Desired Competencies: Accountability and Dependability, Adaptability and Flexibility, Attention to Detail, Emotional intelligence, Stress tolerance, Teamwork. What does success look like?
For the PA role:

1-2 Months

• Become proficient in foundation systems and how the team uses them (Outlook, MS Teams, OneNote, SharePoint, etc.)
  
• Working knowledge of team's priorities, key stakeholders and understanding of internal teams at the foundation.
  
• Begin to form relationships with key stakeholders within the foundation's assistant community.

2-6 Months

• Feel more integrated in the team's rhythm of business.
  
• Feel as though you can actively participate and support team culture.
  
• Can engage in team discussions, provide input and lead in more informed in identifying roadblocks and be proactive in problem solving to ensure efficiency and impact.
  
• Have a big picture view of the work the team is trying to achieve and how it fits into overall foundation strategies and external partner landscape.
  
• Can effectively manage trade-offs for supported principals with minimal input.

*Must be able to legally work in the country where this position is located without visa sponsorship.

Hiring Requirements

As part of our standard hiring process for new employees, employment will be contingent upon successful completion of a background check.

NOTIFICATION: All opportunities listed are temporary in scope, and your employer would be AgileOne. These assignments are temporary and at will. There is no guarantee of on-going employment with AgileOne or any promise, express or implied, of conversion to employment with the Foundation.