Executive Assistant, Operations & Knowledge Management

Kindora; Seattle (WA); On-site; USD 63,000 - 96,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

Paid time off

Paid family leave

Retirement contribution

Regional holidays

Community engagement

Job summary

Gates Foundation seeks an experienced Executive Assistant to the Chief Operating Officer (OCOO) based in Seattle. The role ensures calendar management, confidential communications, travel logistics, and operational support across the Business Operations division.

You will coordinate governance, action tracking, and briefing materials, while supporting team onboarding, knowledge management, and AI-enabled workflows. Strong judgment and cross-team collaboration are essential.

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.
• Strong written and verbal communication skills and ability to represent leadership.
• Experience building, curating, and maintaining knowledge management systems and collaboration platforms (e.g., SharePoint, Teams, OneNote).

Responsibilities

• Executive & Calendar Support: manage a complex, high-volume calendar across multiple time zones.
• Correspondence & judgment: handle confidential correspondence with sound judgment.
• Preparation & follow-through: ensure briefing materials are delivered on time and track deliverables.
• Travel: own end-to-end travel logistics, including complex itineraries and visas as needed.
• Team & Office Operations (OCOO): coordinate rhythm of business, agendas, decks, and follow-up trackers.
• Knowledge Management & AI Enablement: create and maintain knowledge systems (SharePoint, Teams, OneNote) and promote AI tools usage.
• Build and run the AI learning agenda for the OCOO and promote practical AI adoption across tasks.
• Communications: represent the office in internal and external communications.
• Events, Retreats & Meetings: plan and execute team and division-wide events and retreats.

Skills

Executive support

Calendar management

Travel coordination

Project coordination

Communication skills

Education

Bachelor's degree or equivalent

Tools

MS Office 365

SharePoint

Teams

OneNote

Job description

Gates Foundation seeks an experienced Executive Assistant to the Chief Operating Officer (OCOO) based in Seattle. The role ensures calendar management, confidential communications, travel logistics, and operational support across the Business Operations division.

You will coordinate governance, action tracking, and briefing materials, while supporting team onboarding, knowledge management, and AI-enabled workflows. Strong judgment and cross-team collaboration are essential.