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Administrative Operations Specialist

2 months ago

Washington, Washington, D.C., United States Fuel Talent Full time

Administrative Operations Specialist

Fuel Talent is collaborating with Global Health Labs to identify a skilled Administrative Operations Specialist to join their global administrative team. The ideal candidate will exhibit strong business insight and coordination capabilities, along with the ability to effectively engage with both internal and external stakeholders. This role is suited for individuals who thrive in a small, entrepreneurial setting that is focused on mission-driven, results-oriented, and community-centric goals.

This position is a full-time opportunity with a hybrid work model, requiring on-site presence in Bellevue, WA for three or more days each week.

Organization Overview:

Global Health Labs, Inc (GH Labs) is a nonprofit entity established in 2020 by Gates Ventures and the Gates Foundation, dedicated to creating innovative solutions to tackle unmet needs in primary healthcare and the last mile.

With a team of approximately 100 scientists, researchers, global health specialists, and project managers, GH Labs is committed to developing pioneering solutions that address critical technology gaps in low-resource settings, focusing on three main areas that serve Low- and Middle-Income Countries (LMICs):

  • Diagnostics ('Dx')
  • Maternal, Newborn & Child Health ('MNCH') Tools for Primary Healthcare Centers
  • Primary Healthcare Center ('PHC') Hardware and Equipment

Recent advancements by the GH Labs team include a new COVID-19 antigen test, innovative ultrasound technology for low-resource environments to identify various lung diseases, an AI-driven tool for cervical cancer detection using smartphones in primary care, and a vaccine cold chain container.

Role Summary:

The Administrative Operations Specialist will deliver a diverse range of administrative and organizational support, aligned with GH Labs' mission. This individual will take the lead on all travel-related services within the organization. Additionally, the Specialist will assist with various projects and coordinate team-wide and company-wide events that promote the mission and culture of the organization. The ideal candidate is someone who enjoys administrative tasks, excels in a fast-paced environment, and possesses strong time management, organizational, and planning skills.

As a member of the GH Labs Support Network, responsible for addressing the core operational and administrative needs of the organization, the Administrative Operations Specialist will collaborate with various colleagues across the organization. They will also build relationships with key stakeholders and external partners.

Key Duties and Responsibilities:

The Administrative Operations Specialist will work collaboratively to ensure consistent administrative support that aligns with the organization's mission. This role will support senior leadership and their teams.

Key responsibilities include:

- Calendar Management:

  • Assist in scheduling internal and external meetings, accommodating multiple partners across various time zones.
  • Manage business guest logistics, including conference room arrangements, AV, and catering.

- Team Meeting and Event Coordination:

  • Plan and schedule team meetings, whether on-site, off-site, hybrid, or virtual.
  • Prepare and distribute meeting materials as necessary.
  • Act as the on-site point of contact when required.

- Expense Reporting:

  • Prepare, process, and submit expense reports for senior leadership.

- Travel Services Administration:

  • Serve as the primary contact for all travel-related services, including visa processing.
  • Input and track data related to travel.
  • Manage travel security and relationships.
  • Assist in maintaining and updating travel-related documents and policies.

- Support Organizational Culture Efforts:

  • Fulfill catering requests for company-wide events and ensure appropriate staffing for these events.

- Provide backup support for other Administrative Operations Specialists as needed.

- Proactively take initiative to support the varying needs of the teams.

- Engage in team-specific projects as required.

Required Skills and Experience:

  • College degree or equivalent relevant professional experience.
  • Three years of progressive experience in administrative or coordinator roles within a fast-paced environment.
  • Ability to manage multiple requests from various individuals, prioritize tasks, and meet deadlines.
  • Excellent oral and written communication skills.
  • Experience in event planning for both small and large gatherings.
  • Proficient in building and maintaining organizational support processes and tools.
  • Strong attention to detail.
  • Ability to apply critical thinking and problem-solving skills in support of the organization's mission.
  • Proficient in MS Office Suite, particularly Outlook, OneNote, and MS Teams; proficiency in SharePoint, PowerPoint, and Excel is a plus.
  • Strong interpersonal and intercultural communication skills, both verbal and written.
  • A passion for administrative work with a collaborative approach, emphasizing customer service and problem-solving.
  • Interest in organizations focused on global health innovations.

Required Competencies:

GH Labs Success Factors: GH Labs prioritizes key capabilities and behaviors critical to success for all roles:

Accelerates Impact: Takes calculated risks, quickly tests concepts, and creatively solves problems to achieve impactful results.

Demonstrates Collaboration: Actively listens and works openly with others to create an environment where diverse viewpoints are valued.

Promotes Accountability: Holds self and others accountable for successes and failures.

Establishes Trust: Interacts transparently to build trust and confidence among colleagues.

Role-Specific Success Factors:

Communicates Effectively: Delivers clear communications tailored to the unique needs of different audiences.

Ability to Multitask: Effectively prioritizes and sequences activities, adapting as needed.

Deals with Ambiguity: Operates effectively in uncertain situations, securing and deploying resources efficiently.

Action Oriented: Approaches new opportunities and challenges with urgency and enthusiasm.

Team Player: Collaborates effectively and maintains a positive, team-oriented attitude.

Customer Service Oriented: Focuses on providing excellent service to the team and external partners, striving for continuous improvement.

Eligibility:

New employees must present proof of eligibility to work legally in the U.S.

Export Controls:

This role may involve access to technology and/or software subject to U.S. export control requirements.

Pay & Benefits:

GH Labs is committed to equitable compensation for similar work. The estimated salary range for this position is $77,600 to $121,250, with hiring typically between $77,600 and $97,000, allowing for future growth based on performance.

GH Labs values its employees and offers a comprehensive benefits package, including medical, dental, vision, life insurance, and a generous 401(k) match. Employees enjoy flexible time off, paid holidays, and generous parental leave, along with wellness programs and mental health resources.