Full-Time Senior Executive Business Administrator
Job Description
Our mission is to catalyze innovations that solve global problems and improve the lives of the world’s poorest people. We do this by incubating products, advocating for important causes, engaging with global organizations, and managing venture investments.
Gates Ventures is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Position title: Senior Executive Business Administrator
Reports to: Senior Program Manager, Administration
Team: Health & Life Sciences
Term: FTE; Applicants must have authorization to work in the US
Location: Greater Seattle Area
Compensation: Competitive Salary
OVERVIEW
The Health & Life Sciences team (HLS), through its programmatic engagement with key stakeholders and global community of scientific experts, operates in three practice areas: 1) advisory role, 2) a scientific learning agenda and 3) special projects.
The Health & Life Sciences team is looking for an administrative professional who is highly self-motivated, organized, and detail-oriented to support the team’s work.
THE POSITION
The Senior Executive Business Administrator to the Managing Director will help to facilitate the Managing Director’s ability to effectively lead the Health & Life Sciences team in partnership with the Senior Program Manager, Administration. This role serves as the primary point of contact for internal and external partners on all matters pertaining to the Managing Director time/schedule. The role also organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The role requires a creative mindset, and the ideal candidate should enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. This individual should also have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Senior Executive Business Administrator will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
RESPONSIBILITIES
- Calendar and Time Management:
- Provide sophisticated calendar management for Managing Director. Ability to prioritize through high volume of inquiries and requests and effectively troubleshoot conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
- Work closely with the Managing Director and Senior Program Manager to keep them well informed of upcoming commitments, responsibilities, and actions, following up appropriately.
- Anticipate Managing Directors needs in advance of meetings/conferences/engagements and ensure materials are received
- Consolidation and tracking of action items expected of or owed to Managing Director
- Relationship Management- Work with the Managing Director, Senior Program Manager and leadership team to coordinate the Managing Directors outreach activities.
- Follow up on contacts made by the Managing Director to cultivate ongoing relationships.
- Maintain the CRM database, if needed.
- Meeting management for Managing Director – business guest management, room logistics, AV, conf call information, virtual meetings etc. Provide hospitality to all guests and help to create a welcoming environment.
- Events coordination – both on-site and off-site events
- Complex travel management/coordination
- Expense management
- Manage and execute special projects, as needed
REQUIRED SKILLS
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners
- Expert level written and verbal communication skills
- Demonstrated proactive approaches to problem-solving with strong decision-making capabilities and emotional maturity
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
- Forward looking thinker, who actively seeks opportunities and proposes solutions
QUALIFICATIONS
- Bachelor’s degree preferred
- Strong work tenure: 5 to 7 years of experience supporting higher level Executives, preferably in a non-profit or global health related organization
- Experience and interest in health/life sciences related organizations
- Proficient in Microsoft Office (Teams, Outlook, Word, Excel, and Power Point), Adobe Acrobat, Microsoft Dynamics or similar CRM platforms.
How to Apply
Interested candidates should apply via the portal on this website: https://boards.greenhouse.io/gatesventures/jobs/501001200333 total views, 0 today