Executive Assistant, Operations & AI Enablement

Gates Foundation; Seattle (WA); Sur place; USD 65 000 - 97 000; Plein temps

Avantages offerts par ce poste

Excellent benefits package

Paid time off

Résumé du poste

The Gates Foundation is seeking an Executive Assistant to provide high‑level, strategic administrative support to the COO and senior staff, while also strengthening division operations and knowledge management across the Office of the COO in Seattle. This dual role blends executive support with program coordination, including AI-enabled working methods.

Ideal candidates have proven experience in fast-paced environments, exceptional judgment, and a proactive, collaborative mindset, able to

Qualifications

• Bachelor's degree or equivalent demonstrated experience.
• 5+ years of experience in executive support, administrative leadership, team operations, and/or project or program coordination in a fast-paced organization.
• Complex calendar management, travel coordination, and event/retreat planning experience.
• Deep knowledge of the mission, values, resources, culture, systems, and business strategies
• Excellent judgment, discretion, and ability to prioritize and re-prioritize in ambiguous, fast-moving situations.
• Demonstrated experience running and optimizing programs or workstreams independently — scoping work, tracking deliverables, identifying process gaps, and driving cross-functional follow-through at both a team and division/organizational level.
• Experience building, curating, and maintaining knowledge management systems, libraries, or collaboration platforms (e.g., Teams [SharePoint], Loop, OneNote).
• Strong written and verbal communication skills, with the ability to represent leadership and the team accurately and diplomatically.
• High familiarity with and hands-on daily usage of AI tools across scheduling, correspondence, meeting prep, and knowledge management; experience curating AI resources, use cases, or learning content for a team is a strong plus.
• Advanced proficiency in MS Office/Microsoft 365 (Outlook, Teams, SharePoint, PowerPoint, Excel).
• Ability to work both independently and collaboratively, comfortable shifting between hands-on executive support and structured operations/program/knowledge management work.
• A proactive builder's mindset: demonstrated initiative in spotting inefficiencies, creating practical solutions, testing improvements, and helping others adopt better ways of working.

Responsabilités

• Executive & Calendar Support: Manage a complex, high-volume calendar across multiple time zones; align principal's schedule with priorities; re-prioritize quickly.
• Correspondence & judgment: Handle high volumes of confidential correspondence; anticipate needs; exercise sound judgment on prioritization and escalation; represent the principal’s voice.
• Preparation & follow-through: Ensure briefing materials are delivered on time; track deliverables; follow up on actions.
• Travel: Own end-to-end travel logistics (domestic and international), including complex itineraries and visas.
• Team & Office Operations (OCOO): Build rhythm of business; plan meetings; support onboarding and day-to-day operations.
• Division Programs & Program/Project Management: Scope, run, and improve division-wide programs; track progress and risks; coordinate with stakeholders.
• Knowledge Management & AI Enablement: Create and evolve knowledge systems; build and run AI learning agenda; promote practical AI adoption.

Connaissances

Executive support

Calendar management

Travel coordination

Operations coordination

Knowledge management

AI enablement

Communications

Formation

Bachelor's degree or equivalent demonstrated experience

Outils

Microsoft 365

SharePoint

Teams

PowerPoint

Excel

Description du poste

The Gates Foundation is seeking an Executive Assistant to provide high‑level, strategic administrative support to the COO and senior staff, while also strengthening division operations and knowledge management across the Office of the COO in Seattle. This dual role blends executive support with program coordination, including AI-enabled working methods.

Ideal candidates have proven experience in fast-paced environments, exceptional judgment, and a proactive, collaborative mindset, able to