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. We provide an exceptional benefits package to employees and their families which include comprehensive medical, dental, and vision coverage with no premiums, generous paid time off, paid family leave, foundation-paid retirement contribution, regional holidays, and opportunities to engage in several employee communities. As a workplace, we’re committed to creating an environment for you to thrive both personally and professionally.

The Team

The Business Operations division executes several enabling capabilities that maintain the foundation’s operational infrastructure and programmatic impact. We strive to enable the foundation’s mission- and impact-driven work by maintaining an efficient, well-run global organization where employees can thrive and make their best contributions. Our goal is to provide innovative and scalable solutions to support the overall priorities, allocation, and leadership agenda with the highest standards of integrity and operational excellence.


The division comprises Information Technology (IT); Facilities, Events, Travel, and Security (FETS); Grants and Contracts Services (GCS); the Office of the COO (OCOO) inclusive of Global Business Design and Global Operations functions. The broader OCOO has a remit for division effectiveness as well as playing a critical role in enabling initiatives with increasing complexity and need for collaboration, design, and implementation across operations functions. This team will support and enable the division to carry out its remit of optimizing operations to facilitate programmatic impact by providing solutions that keep up with evolving business needs. As a function, Business Operations employs approximately 200+ FTE’s. This is an extraordinary team doing exciting and impactful work!

This position is a 9-month limited-term position based in our Seattle, WA office. Relocation is not included.

As the Executive Assistant, you will report to the Chief Operating Officer in the Business Operations division and are able to work in a hybrid work arrangement from our Seattle, Washington office. This role will provide administrative and organizational support for an Executive Leadership Team (ELT) member. You are creative, thoughtful, and curious partner that identifies as a problem solver, trusted business partner, with a strong commitment to Foundation Values. You will coordinate the planning and allocation of the ELT members' time and the flow of information to/from the foundation, within and across divisions. You have experience supporting the daily operations, applying proactive skill and judgment to solve problems and improve effectiveness, and collaboration across team assistants, partners, and leadership teams.

What You’ll Do

• Optimize the leader's time, including regular review of how time is spent in service of goals and proposing adjustments as needed.
• Create, handle, and maintain sophisticated calendars and processes, including a range of internal and external meetings in a highly dynamic environment requiring frequent re-prioritization and shifting of appointments.
• Lead and triage internal and external communication by applying a high level of professionalism and discretion in partnership with the Chief of Staff.
• Serve as an active participant and thought partner in leadership team meetings, applying high-level input to partner with the leadership team to achieve team goals and deliverables.
• Coordinate daily workflow and project progress, including managing the leader's information management materials, to ensure clear jobs and responsibilities are defined, including tracking that all tasks and deliverables are being met and follow-up on outstanding action items.
• Lead all travel, visa applications, and trips.
• Serve as an information resource and a cross-foundation liaison, including providing relationship process proxy and extension voice.
• Manage competing priorities through transparency, collaboration, and rigor focusing on finding solutions that are fitting for diverse groups with conflicting interests and needs by providing high-quality interactions, with clear and consistent communication.
• May serve as the lead for support community, encouraging team unity through sharing information, expertise, and collective problem solving, along with maintaining the support model and helping balance workloads.
• Build relationships, act as a liaison, and represent leaders with internal and external partners, grantees, government officials, and consultants.
• Provide team operational support, including but not limited to management of the team SharePoint site, ensuring an organized filing system, and planning and managing all aspects of events.
• Support inclusive culture through modeling behaviors and actions; escalate issues in a timely fashion to appropriate stakeholders.

Your Experience

• A Bachelor's degree or equivalent demonstrated experience.
• Ability to prioritize effectively, utilize time precisely, communicate decisions and process to execution in a clear effective manner.
• Advanced knowledge of how to best make decisions on behalf of leaders, speaking in the voice and to the key messages/vision/goals agreed upon by the leadership team.
• Capability to lead and build relationships to gain the respect and trust of others.
• Highly skilled at adopting approaches, goals, and methods to achieve solutions and results in dynamic situations, helping others deal with the ongoing demands of change.
• Experience in an administrative job supporting senior management or executives.
• Experience maintaining an organized system of tracking, monitoring, and prioritizing materials management.

Must be able to legally work in the country where this position is located without visa sponsorship.

#LI-SW1

The salary range for this role is $44.70 - $67.02 USD Hourly. As a mission-driven organization, we strive to balance competitive pay with our mission and new hires are typically brought into the organization at a salary range between the minimum and the midpoint salary range. Actual placement in the range will depend on a candidate’s job-related skills, experience, and expertise, as evaluated during the interview process.

Hiring Requirements

As part of our standard hiring process for new employees, employment will be contingent upon successful completion of a background check.

Candidate Accommodations

If you require assistance due to a disability in the application or recruitment process, please submit a request here.

Inclusion Statement

We are dedicated to the belief that all lives have equal value. We strive for a global and cultural workplace that supports ever greater diversity, equity, and inclusion — of voices, ideas, and approaches — and we support this diversity through all our employment practices.

All applicants and employees who are drawn to serve our mission 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, and prior protected activity.