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.
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.
The Team
The Office of the CCO includes both the Strategy, Planning and Management team, ensuring resources are aligned against insights and strategic priorities, and the Measurement & Insights (M&I) team, which is responsible for providing insights to inform foundation global communications, tracking foundation reputation, and communications measurement, learning and evaluation efforts. We foster an inclusive, innovative, and high-integrity culture and efficient enabling environment in line with the values of One Global Foundation and Impact First. We advance the Communication Division’s vision through clear processes and operations, ensuring close coordination with internal and external stakeholders.
Your Role
Provide a wide and varied range of administrative and organizational support to the two Deputy Directors of Strategy, Planning and Management and the Deputy Director of Measurement and Insights. The Communications Division is a growing division with an evolving support model and structure. We are seeking a candidate that is comfortable with a dynamic work environment, energized by tackling new areas of work and brings an optimistic and inclusive perspective to the role. The ideal candidate can handle agile high workloads and competing demands with, poise, and flexibility, while helping the team to meet deadlines. Successful candidates for this role exercise excellent judgement, engage in proactive thinking and action, revel in resourceful problem solving and enjoy inclusive collaboration. This role facilitates and coordinates a range of critical tasks and projects in support of their teams, the Program Assistant (S/PA) community, and the Comms division.
What You’ll Do
- Leads in the management of constantly changing, complex calendars including meetings with participants in multiple time zones, both internal and external to the foundation.
- Proactively anticipating needs – such as agendas, resolving scheduling conflicts, weekly planning, optimizing short- and long-term schedule preparation.
- Coordinates daily workflow, planning and operations for two small teams (SPM and M&I), and provide cross-divisional surge-capacity and administrative support as needed.
- 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.
- Manages the design and maintenance of the annual team calendar for SPM and M&I as it relates to the Rhythm of the Business (ROB) Calendar for the Communications Divisions.
- Manage domestic and international travel arrangements and itineraries, including international visa applications.
- Assist and lead with the planning and logistics for team events, various meetings of complexity and size, conferences, retreats, presentations, communications out to participants.
- Time permitting, assist in support of Measurement and Insights programmatic support.
- Act as a liaison with internal and external partners, grantees, media, and consultants.
- Other relevant duties and strategic projects as assigned.
Your Experience
- A minimum of 3 years’ work experience in an administrative role for a complex and fastpaced organization.
- Associates Degree with 3 years of experience, or equivalent experience.
- Experience establishing organizational systems to improve efficiency and successfully working in a changing environment. Experience in a role requiring collaboration in a complex organization and working with external organizations will be helpful.
- Proven ability to lead and influence others. Demonstrated ability to work with efficiency, diplomacy, and flexibility particularly as part of a team.
- Experience working on teams with diverse cultural and professional backgrounds.
- Experience setting priorities and meeting deadlines while balancing the needs of multiple individuals.
- Calendar management, travel arrangements, and event planning assistance.
- Communications experience a plus.
- Proficient with MS Office Suite, including: Outlook, Teams, PowerPoint, and Excel.
Other Attributes
- Demonstrates ability to quickly learn in-depth and up-to-date knowledge of foundation administrative and policy guidelines.
- Leads by example and sets standards for professional behavior by displaying a positive attitude about the foundation and the work to be done. Addresses issues in an open, constructive, and professional manner with a bias towards action and problem solving.
- Exceptional interpersonal and communications skills to enable effective and efficient workflow across a variety of foundation systems and among multiple stakeholders.
- Adapts approach, goals, and methods to achieve solutions and results in dynamic
situations, helping others deal with the ongoing demands of change. - Ability to work independently and as part of an integrated, diverse team. Seeks input from and values the uniqueness of people of different groups and cultures and has a strong commitment to diversity, equity and inclusion.
*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.