PROGRAM ASSISTANT

PROJECT TIMELINE: 12 MONTHS

GROUP DESCRIPTION: ​ This Program Assistant (PA) position sits on the Administrative Support Team, reporting to the Senior Manager, HR Global Operations and will support the Talent Acquisition team. The Talent Acquisition team consists of 6 Executive Recruiters and 1 Recruiting Operations Specialist. This team is responsible for recruiting talent to meet the needs of the foundations 5 programmatic divisions and operational teams and across all of the foundation's locations.   The Program Assistant will work closely with individual recruiters to deliver a superior candidate experience including scheduling screening calls with individual candidates, partnering with hiring managers to schedule pre-brief meetings before on-site candidate interviews and debriefs following the interviews and working closely with Recruiting Operations lead and HRGO Recruiting Coordinators to support high quality reporting.

AgileOne designs and develops global workforce and procurement solutions for Fortune 1000 companies. Our focused and consultative approach provides solutions that streamline business processes and deliver efficiencies to human resources, procurement, and suppliers.

As the employment agency hiring temporary workers to be assigned to the Bill and Melinda Gates Foundation (“Foundation”), we are responsible for direct hiring and seeking candidates for the following temporary roles at the Foundation.

NOTIFICATION: All opportunities listed are temporary in scope, and your employer would be AgileOne. These assignments are temporary and “at will.” There is no guarantee of on-going employment with AgileOne or any promise, express or implied, of conversion to employment with the Foundation.

POSITION SUMMARY:

The Program Assistant is responsible for providing administrative support to the recruiting team on efforts related to our Diversity, Equity and Inclusion practices including activities like resume blinding and editing of job descriptions with tools like Textio. We are looking for a person who enjoys administrative support, who thrives in a fast-paced, high-intensity environment and excels at time management, organization and planning skills.  Your love of efficiency, attention to detail, resourcefulness and good judgment to ensure smooth operations of the team make you successful in this role.

DUTIES MAY INCLUDE ANY OR ALL THE FOLLOWING:

• CALENDAR MANAGEMENT: Schedule a high volume of meetings and manage complex calendars for the Executive Recruiters. Very often meetings are scheduled with multiple stakeholders over several time zones (international as well as domestic) and often include multiple communication links (i.e. conference call numbers and/or video conferencing). 
• MEETING AND EVENT COORDINATION: Schedule and plan for on-site meetings and presentations.
• ADMINISTRATIVE SUPPORT: Partner with the Executive Recruiters to support candidate tracking, report generation and data management as needs.   Proactively take initiative to support the varying needs of the team by tracking, monitoring, and prioritizing tasks and projects and by maintaining organized files and records.
• CANDIDATE EXPERIENCE SUPPORT: Partner with Recruiting Coordinators to escort candidates, order and deliver lunches as needed. Ensure candidates experience a welcoming and hospitable environment during every in person and electronic interaction.

QUALIFICATIONS

• A minimum of 3 years work experience in an office setting, preferably in an administrative role for a complex and fast-paced organization, interacting intensively with internal and external contacts.
• Experience setting priorities and meeting deadlines while balancing the needs of providing support for multiple individuals, including calendar management, travel arrangements, and event planning coordination.
• Excellent oral and written communication skills in an environment requiring diplomacy and good judgment in managing interactions with individuals at all levels inside and outside an organization.
• Demonstrated effectiveness meeting deadlines in a role requiring continual attention to detail in composing, typing, and proofing materials.
• Experience establishing organizational systems to improve efficiency and functioning in a changing environment.
• Demonstrated proficiency with Outlook, Adobe Acrobat, Microsoft Office, and PowerPoint is required. Previous experience MS SharePoint, ERP systems and OneNote preferred, but not required. Experience in learning and mastering new software applications.
• Demonstrated positive, collaborative approach to work, including a commitment to client-service and problem solving.
• Demonstrates culturally sensitive behavior with a diverse range of people
• The position is based in Seattle, WA.