Program Assistant, Immunization

Your Role

The Program Assistant is an integral member of the team and works with principals to prioritize scheduling needs for the team, acting as a thought partner to look at the overall needs for meeting requests and alignment with team strategic priorities. The Program Assistant provides wide and varied administrative and organizational support for the program and operations leaders and teams. Efficiency, attention to detail, flexibility, good interpersonal and problem‑solving skills are essential in this role.

• Provide comprehensive administrative support by managing high volumes of email, tracking priorities, handling expenses and reimbursements, and engaging in special projects as needed
• Leverage technology, Artificial Intelligence (AI), automation and digital tools to streamline support, ensuring efficiency and accuracy
• Support knowledge management for individual sub‑teams in alignment with overarching team knowledge management strategy
• Assist with maintaining the team SharePoint site and org charts

• 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 for Deputy Director and above
• For Deputy Director and above:
  Proactively review upcoming weeks/months and support principals with planning, recognizing potential bottlenecks and making recommendations for how to best allocate time/make trade‑offs when scheduling issues arise

• 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
• In partnership with team and sub‑team leads, support new team members with onboarding meeting coordination

• Assist in planning and logistics for events and convenings, including internal/external meetings, retreats, team building events, presentations, domestic or international conferences, 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 work streams (as needed / if of interest to PA)

• 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

• 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 communication for all inquiries and requests, while maintaining consistent communication with internal and external partners
• Establish and manage relationships with grantees in the field as well as internal and external partners

• A Bachelor’s degree or equivalent demonstrated experience
• Some experience in an administrative job for a complex and fast‑paced organization
• Experience working with MS Office suite, especially Outlook, and including CoPilot, Chat GPT and other AI tools is strongly preferred
• Experience setting priorities and meeting deadlines while balancing multiple competing priorities
• Proven positive, collaborative approach to work, including a dedication to problem solving Other Attributes
  • Professional level French language capabilities will be prioritized as this person will support Francophone partner engagement and staff
  • Has excellent decision‑making skills, can prioritize effectively, and communicate decisions and processes to execution in a clear effective manner
  • Able to find solutions that are fitting for diverse groups with differing interests and needs by providing…