Senior Program Assistant, Communications

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 Communications Division, led by the Chief Communications Officer, oversees the foundation's global communications strategy. The division brings together internal and external communications to advance the foundation's mission to create a more equitable world.

Your Role

The Senior Assistant plays a vital role in providing comprehensive support to multiple principals, one of whom must be at the director level or above. This includes managing complex calendars, coordinating a high volume of meetings across time zones, and ensuring leaders' time aligns with key strategic priorities. Acting as a trusted partner, the Senior Assistant anticipates needs, resolves scheduling conflicts, and offers thoughtful recommendations to optimize productivity.

In addition to core administrative responsibilities such as calendar management, travel coordination, and expense processing, the role contributes meaningfully to team operations and culture. This includes planning events and retreats, supporting knowledge management systems, and assisting in the team or division rhythm of business. With strong judgment, discretion, and a collaborative approach, the Senior Assistant is a central connector who helps ensure the smooth, efficient functioning of both individual leaders and the broader team.

This is a Seattle, WA based role with anticipated travel up to 15% domestically and internationally.

What You'll Do

Core Administrative Support

• Provide high-level administrative support by anticipating and managing competing priorities, proactively handling high volumes of complex emails, travel and expense report management, coordination of workflow and rhythm of business support, and fostering strong collaborative relationships with internal and external partners.

• Leverage technology, Artificial Intelligence (AI), automation, and digital tools to streamline support, ensuring efficiency and accuracy.

• Support or lead knowledge management as needed

• Assist with maintaining the team SharePoint site and/or org chart

Calendar Management

• Provide proactive, strategic calendar management for principals, which includes leaders at the director level, aligning schedules with priorities and division goals, anticipating and continuously addressing calendar conflicts, prioritizing meetings effectively, coordinating complex cross-time-zone meetings, and managing time and communication. This may also include overseeing team calendars, representing principals in routine matters, and supporting division-level decision-making.

• Offer proactive thought partnership and specific recommendations to principal(s) re workload balancing and time management

Division/Team Support and Coordination

• Provide team support and coordination by organizing meetings and activities aligned with team goals to boost team effectiveness and culture.

• Support the team's navigation of business operations through collaboration and information sharing.

• Organize team assistant community; this may include hosting and leading assistant meetings, providing mentorship, information dissemination from division Senior Assistant meetings, onboarding and training support

• Assist with the onboarding process for new employees, which may include onboarding meeting coordination

• Support initiatives to create and sustain team culture in collaboration with principals, as needed

Division/Team Events and Logistics Management

• Lead…