Assistant, Foundation Strategy Office, 2-year LTE at Gates Foundation

Application Deadline: April 26, 2026 at 11:59pm Pacific Time

Your Role

The Assistant plays a key role in providing comprehensive administrative and logistical support to multiple principals in leadership positions. The Assistant is responsible for managing complex calendars, scheduling a high volume of meetings across multiple time zones, and helping principals stay aligned with their most important priorities. This includes managing high-volume email tracking, processing expenses and reimbursements, coordinating domestic and international travel, including logistics for flights, accommodations, ground transportation, and visa and passport support, and helping principals manage their calendars and balancing priorities across their projects. In addition to supporting individuals, the FSO Assistant will contribute to team operations by coordinating onboarding meetings for new hires, assisting with planning and logistics for team events and rhythm of business meetings, and helping to cultivate a positive and well-connected team culture.

Ideal candidates are self-motivated, proactive, and driven to support both principals and the team as a whole. They will have excellent attention to detail, responsiveness, and accuracy.

What You’ll Do

Core Administrative Support

• Provide comprehensive administrative support by managing high volumes of email, tracking priorities, handling expenses and reimbursements, and engaging in special projects as needed
• Assist with maintaining the team SharePoint site and/or org charts
• Leverage technology, Artificial Intelligence (AI), automation and digital tools to streamline support, ensuring efficiency and accuracy
• Support knowledge management and rhythm of business meetings as needed

Calendar Management

• Provide high-level scheduling and calendar support for multiple principals —including those in leadership — by coordinating complex, high-volume meetings across time zones, managing calendars, prioritizing tasks, and ensuring effective communication and conflict resolution
• Continuous calendar(s) conflict management and meeting prioritization

Division/Team Support and Coordination

• Support team effectiveness and culture by serving as a resource on business operations, participating in assistant meetings, and collaborating with leadership on team culture initiatives
• Support new team members with onboarding meeting coordination

Division/Team Events and Logistics Management

• Assist in planning and logistics for events, including internal/external meetings, retreats, team building events, presentations, which may include coordinating arrangements and reimbursements for participants, handling venue and travel logistics, room set-up, and preparing and disseminating materials.
• Support or provide project management, planning, coordination, and preparation for deliverables and workstreams

Travel, Visa and Passport Support

• Provide travel and visa support to principals, which may include coordinating flights, lodging, ground transportation, and security, confirming meetings and venues, preparing travel materials, and managing visa/passport processes

Communication

• Communicate effectively with principals to ensure clarity on questions, conflicts, and trade-offs related to calendar management, facilitating informed decision-making
• Provide clear, timely, and audience-appropriate communications for all inquiries and requests, while maintaining consistent communication with internal and external partners
• Demonstrate professionalism and use discretion with sensitive information
  

Your Experience

• A Bachelor’s degree or equivalent demonstrated experience
• Some experience in an administrative job for a complex and fast-paced organization
• Experience setting priorities and meeting deadlines while balancing multiple competing priorities
• Strong communication skills
• Experience working with MS Office suite, especially Outlook, and including CoPilot, Chat GPT and other AI tools is strongly preferred.
• Some experience with event planning or project management a plus

*Must have unrestricted work authorization in the country where this position is located. The foundation does not provide immigration-related sponsorship for this role. This includes direct company sponsorship and any work authorization requiring a written submission or other immigration support from the company (H-1B, O-1, L-1, E, OPT, STEM-OPT, CPT, TN, J-1, etc.).

The salary range for this role is $31.44/hour to $44.04/hour USD. As a mission-driven organization, we strive to balance competitive pay with our mission. New hire salaries are typically between the salary range minimum and the midpoint. Actual placement in the range will depend on a candidate’s job-related skills, experience, and expertise, as evaluated during the interview process.

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