Executive Assistant to the CAO

Company Profile:Guided by the belief that every life has equal value, the Bill & Melinda Gates Foundation works to help all people lead healthy, productive lives. In developing countries, it focuses on improving people’s health and giving them the chance to lift themselves out of hunger and extreme poverty. In the United States, it seeks to ensure that all people—especially those with the fewest resources—have access to the opportunities they need to succeed in school and life. Based in Seattle, the foundation is led by CEO Patty Stonesifer and co-chair William H. Gates Sr., under the direction of Bill and Melinda Gates and Warren Buffett.Description:The Executive Office, led by Patty Stonesifer and Bill Gates Sr, facilitates critical connections that support the foundation in both programmatic and operational capacities. To better serve the Trustees, the Executive Office is responsible for governance of the organization, overseeing grantmaking and strategy development, and in managing relationships both internally and externally.The Executive Administrative Assistant supports the Chief Administrative Officer, and Senior Project Officer by providing a wide range of administrative and organizational support, including, calendar management, travel coordination, file and contacts maintenance, processing and preparing executive correspondence, assistance with internal and external communications, and assistance with special projects. The Assistant is a critical team member, whose focus is to ensure the smooth operations of the CAO team.• Management of the principal’s calendar, including appointment scheduling, daily workflow coordination, preparation of detailed daily briefing book, and communication with appropriate personnel.• Act as liaison with internal and external individuals and organizations, including the principal’s direct reports, senior management, external partners and consultants, as well as the CAO’s professional and personal contacts.• Act as the team’s primary day-to-day liaison to support organizations within the foundation, such as finance, legal, accounting, and communications.• Work closely, cordially and productively with senior administrative peers across the foundation’s management structure.• Work regularly, independently and within the team on special, nonrecurring and ongoing projects. At the request of the CAO and/or other team members, act as a project manager for special projects, which may include planning and coordinating presentations, developing visuals, disseminating information, and organizing department events.• Draft executive correspondence for CAO, which may include letters, memos, and email.• Maintain an organized system of tracking, monitoring and prioritizing tasks and projects for the CAO.• Proactively anticipate and react to: required materials for meetings; priority issues; necessary scheduling changes; and, necessary research for cross-referencing and synthesizing information.• Answer and/or field telephone calls and other communications, and respond as appropriate.• Sort and distribute executive mail for CAO, and determine level of priority.• Monitor the CAO’s email continually to help foster the principal’s awareness and timely responsiveness.• Handle confidential and non-routine information with sensitivity• Coordinate CAO/team’s travel and various off-site meetings, including leadership retreats, speaking engagements, executive planning meetings, external board meetings, grantee and other special projects, including compiling and processing expense reports, reimbursements and check requests accurately and in a timely manner.Qualifications:• A minimum of 5 years administrative experience, with a strong preference for an individual who has supported Director level and above.• Administrative experience preferably in a fast-paced organization with demonstrated ability to anticipate next steps, learn the intricacies of the organization quickly, take initiative, exercise discretion, and apply sound judgment.• Must be flexible, highly organized and have a proven ability to juggle multiple and competing asks and demands, collaborating with team members and working independently.• Works well under pressure• Ability to reach out and build collegial relationships within the organization to promote cordial and productive interdepartmental connections for the team.• Work requires continual attention to detail in composing, typing and proofing materials establishing priorities and meeting deadlines.• Excellent oral and written interpersonal communication skills• Discretion in handling sensitive or confidential information• Sense of humor• Proficiency with a variety of computer software applications (Outlook, Excel, PowerPoint, VISIO, Word).Salary/Benefits: Salary commensurate with experienceJob Location: Seattle, WAJob Number: 971BRCompany URL: http://www.gatesfoundation.org