Executive Assistant


The Bill & Melinda Gates Foundation
Seattle, WA
United States

Description
The Executive Assistant (EA) provides executive level support to the Chief Business Operations Officer (CBOO) and the CBOO’s Chief of Staff (CoS); manages operational issues and drives efficiency for the Business Operations division as well as specifically for the Legal team.

Core Responsibilities

Optimize the CBOO’s time by allocating it to the most important meetings and activities:

Create, manage, and maintain the CBOO’s complex calendar, including a large volume of internal and external meetings in a highly dynamic environment requiring frequent re-prioritization and shifting appointments.
Manage deadlines by keeping track of key dates and understanding the CBOO’s and CoS’s assigned tasks.
Facilitate arrangements for frequent travel, both US and international, and complex logistics for external and internal meetings, speaking engagements and conferences.
Compile, reconcile and process expense reports, reimbursements, and check requests in an accurate and timely manner.
Create, update and maintain organized files and records (physical and digital).
Maintain an organized system for prioritizing, monitoring and completing tasks and projects in quality fashion, and within the expected time. Activity requires collaboration with multiple internal parties.
Understand, anticipate, and help manage cyclical work flow.
Interact and communicate clearly and consistently with parties internal and external to the foundation.
Assist with special projects as needed.

2. Serve as an information resource to the Business Operations division and as a cross-foundation liaison on operational issues.

3. Drive harmonization of administrative practices, and serve as liaison to other administrative units as needed by doing the following:

Anticipate ongoing staffing needs and maintain back up staffing plan for out of office coverage
Lead training of new assistants (temporary and permanent).
Coordinate and lead Assistant team building and learning opportunities

Core Knowledge and Skills

Exceptional judgment, organizational and time management skills, diplomacy, discretion, interpersonal skills, attention to detail, and written and oral communication skills.
Demonstrated ability to consistently produce high-quality work product.
Demonstrated understanding of when and how to spot and communicate potential issues needing executive attention.
Ability to manage multiple competing demands and shifting priorities.
Proficiency with MS Office Suite (Word, Outlook, PowerPoint, OneNote), Skype, and SharePoint.
High level of flexibility, approachability, adaptability, confidentiality and a sense of humor.
Ability to work well and respectfully with diverse colleagues.

Education and Experience

Bachelor’s Degree and 3+ years of experience in an administrative role supporting senior-level principals, or equivalent experience.

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.

All applicants and employees who are drawn to serve the mission of the Bill & Melinda Gates Foundation 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

* Prior Protected Activity
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