Program Assistant, K-12 Education

Washington, DC, USA
Posted on  

Job Description


  • Job Title: Program Assistant
  • Division: US Program
  • Group: K-12 Education
  • Location: Washington, DC
  • Group Summary
  • At the Bill & Melinda Gates Foundation, we believe in the power and possibility of our nation’s public schools and K-12 education system. The vision for our K-12 team is a US education system where all students -- graduate from high school with the knowledge, skills, and agency needed to succeed in a postsecondary experience, obtain gainful employment, and function as citizens in a democratic society. We support this vision by building and investing in partnerships specifically focused on increasing the number of Black, Latino, and low-income students who a) earn a high school diploma, b) enroll in a postsecondary institution, and c) are on track in their first year to attain a credential with labor market value.
  • Leadership and Culture
  • We believe that energized people, working well together, fueled by great leadership in an inclusive environment in which they thrive, will do phenomenal things!
  • Position Summary
  • The Program Assistant provides administrative support to members of the K-12 Education team. We are looking for people who enjoy administrative support, who thrive in a fast-paced, high-intensity environment and excel at time management, organization, and planning skills. Your love of efficiency, attention to detail, resourcefulness and good judgment to ensure smooth operations of the team make you successful in this role.
  • Core Responsibilities
  • Schedule a high volume of appointments/meetings and manage complex calendars for the team members. Very often meetings are scheduled over a number of time zones (international as well as domestic) and often include multiple communication links (i.e. conference call numbers and/or video conferencing).
  • Make arrangements for and track extensive domestic and international travel for the team (including securing visas when required). Travel arrangements may also be required for participants of foundation sponsored meetings.
  • Compile and process invoices, expense reports, reimbursements, and check requests with accuracy and timeliness for the team members and participants of meetings.
  • Schedule and plan for on-site as well as off-site meetings, conferences, and presentations, which may include coordinating arrangements for participants, handling logistics, preparing and disseminating materials.
  • Maintain an organized system of tracking, monitoring, and prioritizing tasks and projects.
  • Create, modify and/or maintain organized files and records.
  • Provide communications support and assistance to ensure timely responses to inquiries including:
  • Act as liaison for team with internal & external partners, answering questions, and routing requests appropriately.
  • Work proactively and take initiative to support the varying needs of the team.
  • Core Knowledge & Skills
  • Experience setting priorities and meeting deadlines while balancing the needs of providing support for multiple individuals, including calendar management, travel arrangements, and event planning coordination.
  • Excellent oral and written communication skills in an environment requiring diplomacy and good judgment in managing interactions with individuals at all levels inside and outside an organization.
  • Demonstrated effectiveness meeting deadlines in a role requiring continual attention to detail in composing, typing, and proofing materials.
  • Experience establishing organizational systems to improve efficiency and functioning in a changing environment.
  • Demonstrated proficiency with Outlook, Microsoft Office, and PowerPoint is required. Previous experience MS SharePoint and OneNote preferred, but not required.
  • Experience in learning and mastering new software applications.
  • Demonstrated positive, collaborative approach to work, including a commitment to client-service and problem solving.
  • Education & Experience
  • Associate’s degree or equivalent experience.
  • A minimum of 3 years work experience in an office setting is desired, preferably in an administrative role for a complex and fast-paced organization, interacting intensively with internal and external contacts.
  • The foundation requires all employees based in the United States to provide proof of full vaccination against COVID-19 upon hire unless they qualify for a medical or religious exemption.
  • As part of our standard hiring process for new employees, employment with the Bill & 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.


Recommended Jobs

Similar Jobs