Coordinator, Business Project Management; Convenings; LTE

Coordinator, Business Project Management (Convenings)

The Foundation is 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 Coordinator, Business Project Management (Convenings) is a newly established role within the GE Division's Office of the President, created to execute on supporting the division with convening event coordination and visa supplemental document preparation as part of the division's redesigned business administration operating model. This role sits on the Divisions Operations team and will partner closely with Deputy Directors, Senior Program Officers, and Program Assistants across the division to ensure delivery of high-quality, dedicated support of convenings (e.g. managing logistics, scheduling, and planning of events including coordinating arrangements for participants).

This role is expected to travel domestically and internationally up to 20-25%. At times, there may be need for flexible hours during events, which will be discussed and agreed upon with the manager ahead of time as needed.

This is a limited-term position until 31 December 2027, based at the foundation office in Seattle. Relocation will not be provided.

a) Convening Support

• Provide seamless project management, planning, coordination, and preparation for multiple convenings/events.
• Coordinate all logistical support steps from start to finish for convenings/events, partnering closely with investment owners across the division.
• Serve as point of contact for both internal and external collaboration and resolution.
• Support continuous improvement approach to produce creative, inclusive, and impactful experiences for all foundation-hosted offsite events.
• Engage with cross-functional teams (e.g. events team, events registration, travel, and expense) and program teams to ensure events deliver the expected scope and business value and are delivered with quality aligned to programmatic goals.

b) Visa Support

• Project manage effective partnership with the Foundation's Travel and Visa team; conduct research on latest country-specific requirements for visa applications, preparing checklists for staff.
• Using foundation templates and resources, draft visa support documents and acquire appropriate signatures for a subset of principals across seven teams.

c) General

• Triage, manage, and prioritize tasks to drive timely completion of tasks and deliverables related to convening and visa support responsibilities.
• Work with flexibility, efficiency, enthusiasm, and diplomacy both individually and as part of a team effort. Address issues in an open, constructive, and professional manner.
• Work independently and maintain composure while working within ambiguity and tight deadlines engaging with different work and learning styles.
• Other responsibilities as assigned. The GE Division has been rapidly evolving since its inception, and as such we value agility, flexibility, and a collaborative mindset. Responsibilities of this role may evolve over time in accordance with business need.

• Created and maintained guidance materials, SOPs, FAQs, and other resources on convenings and visa processes for division staff.
• Developed and maintained a stakeholder engagement plan and partnership touchpoints with programmatic convening owners across the division.
• Completed and documented convening and visa support requests, including project tracking, service metrics, and outcomes…