Program Assistant, Women's Health Innovations

1 month ago

Seattle, Washington, United States Bill & Melinda Gates Foundation Full time
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. We believe our employees should reflect the rich diversity of the global populations we aim to serve. We provide an exceptional benefits package to employees and their families which include comprehensive medical, dental, and vision coverage with no premiums, generous paid time off, paid family leave, foundation-paid retirement contribution, regional holidays, and opportunities to engage in several employee communities. As a workplace, we're committed to creating an environment for you to thrive both personally and professionally.

The Team
The newly formed Women's Health Innovations (WHI) program combines several portfolios related to women's health and is founded on the belief that accelerating the development and adoption of high-quality health products to address the needs of women and girls in low- and middle-income countries (LMICs) is essential to ensuring they have an opportunity to lead healthy and productive lives. Included in this program will be portfolios focused on: contraceptive technology, vaccines and diagnostics that primarily address sexually transmitted infections (STI), gynecological problems such as bacterial vaginosis, and products for menstrual health and hygiene.

We are seeking a Program Assistant to provide wide and varied administrative and organizational support for the Women's Health Innovations team.

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 the Women's Health Innovations 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.

This role will sit in Seattle, WA, and will report to the Deputy Director, Strategy Planning & Management (DDSPM), Women's Health Innovations, Gender Equality and have a dotted line relationship to the Senior Program Assistant on the Women's Health Innovations team.

Our culture crafts our choices about what we do and how we do it. We believe that energized people, working well together, fueled by great leadership in a broad environment can do outstanding things We expect foundation employees to embody our four agreements intentionally and consistently; show respect, offer trust, be open, and build energy.

This role is estimated to have 10% domestic/international travel responsibilities.

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


We recognize high-wage market differences in Seattle and Washington D.C., where our offices are located. The range for this role in these locations is $29.98 to $41.98 USD. As a mission-driven organization, we strive to balance competitive pay with our mission. New hires salaries are typically between the range minimum and the salary range midpoint. Actual placement in the range will depend on a candidate's job-related skills, experience, and expertise, as evaluated during the interview process.

#LI-LF1

Hiring Requirements

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

Candidate Accommodations

If you require assistance due to a disability in the application or recruitment process, please submit a request here.

Inclusion Statement

We are dedicated to the belief that all lives have equal value. We strive for a global and cultural workplace that supports ever greater diversity, equity, and inclusion - of voices, ideas, and approaches - and we support this diversity through all our employment practices.

All applicants and employees who are drawn to serve our mission will enjoy equality of opportunity and fair treatment without regard to race, color, age, religion, pregnancy, sex, sexual orientation, disability, gender identity, gender expression, national origin, genetic information, veteran status, marital status, and prior protected activity.

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