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. We believe our employees should reflect the rich diversity of the global populations we aim to serve.
The Team
“Guidance, Solutions, Integrity” describes the Legal division’s approach to providing responsive legal guidance supporting pursuit of the foundation’s mission and implementation of the foundation’s programmatic and operational strategies. The Legal team delivers comprehensive legal services by providing efficient and reliable legal guidance, managing legal risk, and supporting the development of solutions to achieve the mission of the foundation and its affiliated entities.
The Legal team partners with our colleagues across the foundation and its affiliated entities to enable mission-driven work by maintaining an efficient, well-run global organization where employees can thrive and make their best contributions. Doing this well requires effective collaboration, strong alignment, and thoughtful planning across both operational and programmatic teams – as well as shared accountability for mitigating risk and optimizing the foundation’s operational resources.
Your Role
The Senior Assistant is a key member of the Legal team. This role provides direct administrative and organizational support for multiple attorneys and the Legal team. Efficiency, attention to detail, flexibility, good judgment, and a high level of discretion are critical to ensure smooth operation of the team and effective delivery of legal services. The ideal candidate can handle high workloads and competing demands with poise and flexibility, while meeting deadlines.
What You’ll Do
- Manages complex, constantly changing, calendar scheduling, including meetings with participants in multiple time zones both internal and external to the foundation.
- Proactively anticipate needs – including agenda development for upcoming weeks/months, supporting principals with planning, recognizing potential bottlenecks/conflicts, and optimizing short- and long-term schedule preparation.
- Manage domestic and international travel arrangements, including visa applications.
- Provide operational support, including, but not limited to preparation of expense reports, knowledge management, maintaining an organized virtual filling system, capturing notes and action items from key meetings.
- Assist with planning and lead execution of logistics and preparation for events, meetings, conferences, retreats, and presentations.
- Support records and data management, including but not limited to management of the team SharePoint sites, Teams sites, Ampersand page, and resource libraries.
- Serve as a liaison with parties internal and external to the foundation (clients, partners, grantees, government officials, consultants, vendors, etc.).
- Coordinate with other legal team Legal Assistants to support consistency, collaboration, use of best practices and professional development.
- Maintain an organized system of tracking, monitoring, and prioritizing tasks and projects.
- Establish and manage relationships with internal peers, partners, and other key
stakeholders.
Your Experience
- Bachelor’s Degree with a minimum of 5-7 years’ work experience in an administrative role for a complex and fast-paced organization.
- Experience establishing organizational systems to improve efficiency and successfully working in a changing environment.
- Experience working in a legal setting or with a legal team is a plus.
- Excellent oral and written communication skills.
- Adaptability: ability to adjust to a variety of working and communications styles.
- Proficient with MS Office Suite (Word, PowerPoint, Outlook, Excel, Teams); SharePoint proficiency and comfort with learning new technologies is a plus.
- Adept at setting priorities, meeting deadlines, and balancing the needs of a team and multiple individuals.
- Experience with complex calendaring, travel arrangements, and event/meeting planning coordination.
- Good judgment, maturity, discretion and tact.
- Positive, collaborative approach to work; strong service orientation.
- Excellent organizational skills.
- Experience working on teams with diverse cultural and professional backgrounds.
- Sense of humor.
- High standards of ethics and integrity.
*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.