Executive Assistant

Executive Assistant

Seattle, WA

Application Deadline: July 24 EOD

At the Bill & Melinda Gates Foundation we believe that by creating an environment for our employees to personally and professionally thrive, 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/careers.

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 intentionally and consistently embody our four agreements; show respect, offer trust, be transparent, and create energy.

Division Summary

The Foundation Strategy Office is the primary function supporting the creation and evolution of our program level strategies, as well as exploring new paths to impact that align with our mission. This includes supporting the Executive Leadership Team (ELT) and Co-chairs in accountabilities including strategy development, strategy revision, strategy performance measurement, portfolio management, and special initiatives to accelerate the foundation’s impact.

Position Summary

The Executive Assistant (EA) fills an informal leadership role and provides executive-level administrative and organizational support to the Chief Strategy Officer (CSO). They will be ultimately accountable for the planning and allocating of the CSO’s time spent across the division’s priorities, in consultation with division leadership. (Note: this role may also support other members of the division leadership team to be resolved in future phases of organizational planning). Using outstanding judgement, this role will manage the flow of information to/from the CSO across the division, keeping leadership proactively aware of project status, and will coordinate a range of projects supporting the daily operations of the division. The EA will work in close collaboration with other EAs, division business partners, and client leadership teams.

Core Responsibilities

The EA will play a key part of the CSO’s office, providing executive-level support for the CSO in a fast-paced and changing client service environment, focusing attention to detail and accuracy, particularly when under pressure. Duties will include any or all of the following:

Manage the CSO’s time by using excellent decision-making skills, prioritizing effectively, and presenting decisions and process in a clear effective manner, this includes ownership of how the CSO’s time is spent in service of goals and making adjustments as needed

Organize and maintain the CSO’s complex calendar, including a large volume of internal and external meetings in a highly dynamic environment requiring frequent re-prioritization and shifting appointments

Apply high levels of professionalism and discretion in partnership with division leadership on handling and triaging the CSO’s internal, and external communication

Coordinate daily workflow and project progress, including managing the CSO’s information management, ensuring clear roles and responsibilities; tracking tasks and deliverables; and following-up on outstanding action items

Facilitate arrangements for travel, both domestic and international, and logistics for external and internal meetings, speaking engagements and conferences

Acting as thought partner and trusted advisor to the CSO and their leadership team, making sure they have the best available information, guiding them toward making good decisions about use of time and looping in all relevant parties as needed

Building working relationships with key partners internal and external, with a very people-focused approach

Lead the coordination of recruitment and onboarding processes for the division

Other duties as assigned

Position reports to: Chief Strategy Officer. Day to day management reports to: Senior Coordinator, Strategy, Innovation and Impact. If you have questions about the position, internal candidates, please contact Peter Westphaelen. External candidates please apply online.

Core Knowledge and Skills

Ability to make judgement calls while being highly professional and diplomatic, knowing when to ask for help or advice

Demonstrated ability to consistently produce high-quality work products; mindful and detailed in checking work to ensure accuracy and completeness

Demonstrated leadership and customer service experience, highly responsive with strong interpersonal and communication skills.

Experience establishing organizational systems to improve efficiency while effectively adapting to shifting priorities in a dynamic work environment

Ability to anticipate next steps, take initiative, exercise discretion while handling confidential information, and apply sound judgment in making impactful decisions

Excellent time and project management skills, utilizing clear systems and composure to deal with multiple tasks at once

Ability to work independently and as part of an integrated, diverse team and be comfortable in multiple, highly varied settings, managing tight deadlines with different work and learning styles

A strong intellectual curiosity and a creative thinker, interested in the bigger picture

Ability to handle high workloads, competing demands, vague assignments, interruptions, and distractions with poise and ease. Able to provide clear and effective direction and council in fast paced and high-stress situations

Demonstrated ability to use quantitative and qualitative data to present options for decision making, highlight tradeoffs, and propose recommendations and solutions

Proficiency with Microsoft 365 (Word, Excel, Outlook, PowerPoint, OneNote), Microsoft Teams, and SharePoint.

High level of flexibility, approachability, resourcefulness, confidentiality and a sense of humor

Education and Experience

Bachelor’s Degree and 5+ years of experience in a senior administrative role supporting executive and senior-level principals

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

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.

The Bill & Melinda Gates Foundation is dedicated to the belief that all lives have equal value. We’re committed to creating a workplace where employees thrive both personally and professionally. We also believe our employees should reflect the rich diversity of the global populations we aim to serve—in race, gender, age, cultures and beliefs—and we support this diversity through all of our employment practices.