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administrative specialist 3 - bu

administrative assistant iii

Seattle Children's

<div>Provide a wide range of difficult to complex administrative tasks. Responsibilities include the organization, prioritization and coordination of a moderate to high volume of work including confidential information. Duties include exceptional customer service to customers and visitors; creating, typing, editing, and proofreading various department documents; creating and maintaining filing systems; scheduling meetings and arranging travel; entering, extracting, and analyzing data into reports and presentations; assisting in budget preparation; auditing or reconciling financial statements and invoices; and managing workload required to complete projects. Duties will vary by department. 
Required Education and Experience 
High school diploma or equivalent experience. Minimum three (3) years of related experience in the areas of customer service and/or office management including administrative work supporting senior level staff or management. 
 
Required Credentials
 
If assigned to a Home Care Services department, a copy of required education for this position (diploma or transcript) must be submitted upon hire. If assigned to a select Pharmacy department, a Washington State Pharmacy Assistant License will be required within 3 months of employment. 
 
Preferred 
Associates degree. Healthcare/medical office experience. Project management assistance experience.
Compensation Range
$26.51 - $39.76 per hour
Salary Information
This compensation range was calculated based on full-time employment (2080 hours worked per calendar year). Offers are determined by multiple factors including equity, skills, experience, and expertise, and may vary within the range provided.<div>
Disclaimer for Out of State Applicants
This compensation range is specific to Seattle, positions located outside of Seattle may be compensated differently depending on various factors.<div>
Benefits Information
Seattle Children&rsquo;s offers a generous benefit package, including medical, dental, and vision plans, 403(b), life insurance, paid time off, tuition reimbursement, and more. Additional details on our benefits can be found on our website www.seattlechildrens.org/careers/benefits.<div>
About Us
Hope. Care. Cure. These three simple words capture what we do at Seattle Children&rsquo;s &ndash; to help every child live the healthiest and most fulfilling life possible. Are you ready to engage with a mission-driven organization that is life-changing to many, and touches the hearts of all? #HOPECARECURE
Our founding promise to the community is as valid today as it was over a century ago: we will care for all children in our region, regardless of the families&rsquo; ability to pay. Together, we deliver superior patient care, advance new discoveries and treatments through pediatric research, and serve as the pediatric and adolescent, academic medical center for Washington, Alaska, Montana and Idaho &ndash; the largest region of any children&rsquo;s hospital in the country. 
 
U.S. News &amp; World Report consistently ranks Seattle Children&rsquo;s among the nation&rsquo;s best children&rsquo;s hospitals. For more than a decade, Seattle Children&rsquo;s has been nationally recognized in key specialty areas. We are honored to be one of the nation&rsquo;s very best places to care for children and the top-ranked pediatric hospital in Washington and the Pacific Northwest.
As a Magnet designated institution, we recognize the importance of hiring and developing great talent to provide best-in-class care to the patients and families we serve. Our organizational DNA takes form in our core values: Compassion, Excellence, Integrity, Collaboration, Equity and Innovation. Whether it&rsquo;s delivering frontline care to our patients in a kind and caring manner, practicing the highest standards of quality and safety, or being relentlessly curious as we work towards eradicating childhood diseases, these values are the fabric of our culture and community. The future starts here.
Our Commitment
Seattle Children&rsquo;s welcomes people of all experiences, backgrounds, and thoughts as this is what drives our spirit of inquiry and allows us to better connect with our patients and families. Our organization recruits, employs, trains, compensates, and promotes based on merit without regard to race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.
The people who work at Seattle Children&rsquo;s are members of a community that seeks to respect and celebrate all the qualities that make each of us unique. Each of us is empowered to be ourselves.
Seattle Children&rsquo;s is proud to be an Equal Opportunity Workplace and Affirmative Action Employer.</div></div></div></div>

Administrative Assistant III

City of Seattle

<div><div><div><h2 class="jobSectionHeader">Position Description</h2></div>
<div>The City of Seattle Fire Department is seeking a regular, full-time Administrative Specialist III to support our Operations Administrative Division. This position interacts with division heads and external sources on a daily basis dealing with highly confidential, sensitive information. The ability to work effectively in a fast-paced environment with changing priorities is essential in this role because the Operations Division works a 24-hour schedule, four platoon structure.
This position operates out of the Seattle Fire Department Headquarters located in the Pioneer Square area. Some remote work may be available.</div>
<div><h2 class="jobSectionHeader">Job Responsibilities</h2></div>
<div><ul><li>Provide daily, direct, complex administrative support to the Assistant Chief of Operations and the Operations Division.</li><li>
Create memos, including drafting, editing and formatting Word documents, Excel spreadsheets, and PowerPoint presentations.</li><li>
Ensure daily staffing needs are met by compiling documentation, such as: permanent transfers, temporary transfers, administrative time off, release from duty, apparatus memos, emails, and letters utilizing established policies.</li><li>
Enter data to the Chief&rsquo;s Journal, Activity Scheduler, and SharePoint.</li><li>
Produce weekly reports compiling information from multiple sources to share with the Leadership Team.</li><li>
Serve as an Administrative Support Liaison (24/7 on call) to the Fire Department Resource Management Center (RMC). Report to the RMC as requested for multiple alarm fire emergency incidents, civil disturbances, marches or protests, inclement weather activations by the Emergency Operations Center (EOC), and large-scale special events that occur throughout the city.</li><li>
Coordinate all Operations Division Executive travel and training. Track Division expenditures, manage and monitor travel/training budget, authorize expenses and reimbursements. Process all travel invoices from members to be paid by the Department.</li><li>
Manage all incoming Department correspondence, enter into log, route through the Chain of Command, and track and relay responses.</li><li>
Perform complex calendaring utilizing Microsoft Outlook. Arrange meetings both internally and externally for multiple attendees and venues to meet required timelines. Research, assemble, and prepare materials for Executive meetings.</li><li>
Administrative management of the Wildland Firefighting Team: ensure all documentation for deployment is accurate, SharePoint site is up to date, and all forms are current for team members.</li><li>
Administrative management of the Simulations Training Program: ensure all documentation and scheduling is accurate for a program with the 45 members and a very complex training schedule.</li><li>
Provide administrative management of the Standard Operating Guidelines (SOG) Program: schedule team meetings, research and fact check SOGs by reviewing multiple sources, and collaborating with teams from across the Department. Ensure scheduled release of SOGs is tracked and adjusted as necessary.</li><li>
Create digital content (static images/graphics/diagrams) for SOGs, post incident analysis reports, and scenario-based training programs.</li><li>
Other duties as assigned.</li></ul></div>
<div><h2 class="jobSectionHeader">Qualifications</h2></div>
<div>Requires three years of clerical support experience (or a combination of education, training and/or experience which provides evidence of the ability to perform work of the class).
A successful candidate will also possess the following skills and abilities:<ul><li>
Excellent writing, editing, and proofreading skills.</li><li>
Excellent organizational skills with the ability to handle multiple work projects simultaneously.</li><li>
Ability to self-start and work with limited supervision.</li><li>
Ability to be flexible and participate in cross-training as requested.</li><li>
Familiarity with maintaining complex tracking systems and databases.</li><li>
Excellent customer service and communication skills.</li><li>
Proficient in MS Word, MS Excel, PowerPoint and Outlook.</li><li>
Possesses knowledge of SharePoint and Adobe products.</li><li>
Proficiency in using Microsoft Office, Teams, SharePoint, and OneDrive as essential business tools.</li><li>
Experience using Microsoft Power Platforms (Power BI, Power Apps, Power Automate) greatly preferred.</li><li>
Proficiency in Adobe Creative Cloud or similar programs for creating multi-media content.</li><li>
Experience researching, vetting, fact checking, and producing reports for a large audience.</li></ul></div>
<div><h2 class="jobSectionHeader">Additional Information</h2></div>
<div>The full salary range for this position is $39.65 - $44.51 per hour.
The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members .
The Seattle Fire Department is looking to create a diverse team of hardworking, committed individuals with a passion for public service and who are deeply aligned with our City's values of Race and Social Justice. The City of Seattle is an Equal Opportunity Employer. Applicants are considered for positions without regard to race, color, religion, creed, sex, sexual orientation, national origin, ancestry, age, disability, marital status, veteran status, gender identity, political ideology, or any other basis prohibited by federal, state, and local laws.</div></div></div>
 <div></div><div><div><div>The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.</div></div></div>

Administrative Specialist 3 - BU

Steeler

Company Overview Steeler is a family-owned business with an entrepreneurial spirit, fostering a dynamic environment where employees can develop their careers and achieve their professional goals. With over 40 years of experience, we are a leading manufacturer of steel framing and a distributor of drywall supplies and construction materials.Our Administrative Assistant Position is the first point of contact for our clients, both in person and over the phone. This position provides excellent customer service while assisting our Corporate office staff with various projects support, tasks and daily duties.Job Overview We are seeking an energetic and detail-oriented Administrative Assistant to support our office operations. This role offers an exciting opportunity to be the backbone of our administrative functions, ensuring smooth daily operations while providing exceptional customer service. The ideal candidate will bring strong organizational skills, office management expertise, and a positive attitude to our team.Responsibilities<ul><li>Operates AVAYA multi-line telephone system to answer incoming calls, determines purpose of call and forwards call to appropriate personnel or department. Takes and delivers messages or transfers calls to voicemail when personnel are not available.</li><li>Greets and welcomes on-site visitors, determines nature of business and announces visitor to appropriate personnel. Monitors visitor access.</li><li>Sends, receives, sorts and routes mail. Includes maintenance and monitoring of stamp machine.</li><li>Create memos, correspondence, reports and other documents when necessary.</li><li>Keeps conference room clean, including coffee preparation and disposal.</li><li>Organizes and prepares office/janitorial supply lists for order.</li><li>Assists all other departments with miscellaneous routine tasks and assignments such as filing, spreadsheet creation/maintenance and updating and other duties as assigned.</li></ul>Experience<ul><li>2+ reception or administrative assistant experience</li><li>2+ years customer service experience</li><li>Excel Experience</li><li>Basic math and computer skills</li><li>Previous experience with a multi-line telephone system.</li><li>Demonstrated prioritizing skills and ability to multi-task.</li><li>Demonstrated time management and planning</li><li>Strong verbal communication</li><li>Ability to work as part of a team</li><li>Bi-lingual in English/Spanish is a plus</li></ul>Join our team to become a vital part of a thriving company that values dedication, professionalism, and a proactive approach. We are committed to supporting your growth while providing a vibrant workplace where your administrative talents can shine!Pay: $21.00 - $26.00 per hourBenefits:<ul><li>401(k) matching</li><li>Dental insurance</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Application Question(s):<ul><li>Basic Excel experience</li><li>Multi-line phone call experience</li></ul>Experience:<ul><li>reception or admin: 2 years (Required)</li></ul>Work Location: In person

Administrative Assistant

Belltown law firm

We are seeking a dependable and detail-oriented Legal Assistant to join our team. The ideal candidate will possess strong proofreading skills and the ability to efficiently multitask in a fast-paced environment. This position involves a variety of tasks including drafting legal correspondence and pleadings, calendaring, and other administrative duties. We offer a competitive salary and a comprehensive benefits package.Key Responsibilities:<ul><li>Administrative Support: Provide comprehensive administrative support to attorneys, ensuring smooth day-to-day operations.</li><li>Drafting and Proofreading: Draft and proofread legal correspondence, pleadings, and other legal documents with high accuracy and attention to detail.</li><li>Calendaring: Manage the attorney&rsquo;s calendar, scheduling appointments, court dates, and meetings efficiently.</li><li>Client Communication: Handle communication with clients, responding to inquiries and providing updates as necessary.</li><li>E-Filing: Execute e-filing procedures, ensuring compliance with legal protocols and deadlines.</li></ul>Qualifications:<ul><li>Experience: Minimum of 2 years' experience as a legal assistant or in a related role.</li><li>Knowledge: Familiarity with legal procedures, terminology, and protocols.</li><li>Technical Skills: Proficiency in e-filing.</li><li>Attention to Detail: Exceptional proofreading skills and a meticulous eye for detail.</li><li>Multi-Tasking: Ability to handle multiple tasks simultaneously and prioritize effectively.</li><li>Communication: Strong written and verbal communication skills.</li><li>Dependability: Reliable with a strong work ethic and professional demeanor.</li></ul>Benefits:<ul><li>Salary: Competitive salary commensurate with experience.</li><li>Health Insurance: Comprehensive health, dental, and vision insurance.</li><li>Retirement Plan: 401(k).</li><li>Paid Time Off: Generous PTO policy.</li></ul>Job Type: Full-timePay: $60,000.00 - $75,000.00 per yearBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>People with a criminal record are encouraged to applyWork Location: In person

Legal Assistant

City of Kobe, Japan (KTIO)

<div>
 
 
 Job Title:
 
 &nbsp;Administrative Assistant
 
 
 
 Location:
 
 Hybrid &ndash; remote and office at 1001 4th Ave., #4310, Seattle (1 day in office minimum)
 
 
 
 Job Type:
 
 Part Time, Non-Exempt
 
 
 
 Hours:
 
 9:00 a.m. to 3:00 p.m.&nbsp;(lunch break from 12 &ndash; 1 p.m.), Monday, Tuesday, Thursday&nbsp;
 
 
 
 Pay Rate:
 
 $25 &ndash; $30 per hour
 
 
 
 Opening Date:
 
 April 1st
 
 
 
 Closing Date:
 
 April 15th
 
 &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;
 
 
 
 
 
 
 
 Overview of Kobe Trade Information Office
 
 
 
 Kobe, a sister city of Seattle, is one of the largest cities in Japan and has been attracting global attention due to its resilient economy and unique&nbsp;cultural value.&nbsp;&nbsp;As a branch office of the City of Kobe, the key missions of Kobe Trade Information Office&nbsp;(KTIO) include connecting individuals and entities in the Greater Seattle area with our valuable resources in Kobe to enhance economic exchange and business initiatives, thereby achieving mutual growth.&nbsp;&nbsp;We execute our missions with a strong commitment to serve our business communities in the beautiful port towns of Seattle and Kobe and beyond.&nbsp;&nbsp;This position will play an important role in supporting our day-to-day operations and our efforts to drive positive impact through our programs.&nbsp;&nbsp;
 
 
 
 
 
 
 Position Summary
 
 
 
 The Administrative Assistant is responsible for ensuring that KTIO office is organized, and that daily tasks are completed efficiently.&nbsp;&nbsp;The responsibilities also include supporting KTIO&rsquo;s missions under the directions of the director of KTIO and representing KTIO&rsquo;s values when interacting with members of communities.&nbsp;&nbsp;The person fulfilling this role will have a wide range of duties to complete and must be willing to take on extra administrative tasks as and when required by the director.&nbsp;&nbsp;
 
 
 
 
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Providing communication support, including phone calls, email inquiries, in-person greetings, and social media posting and management.&nbsp;
 </li>
 <li>
 Office management duties, including purchasing and managing supplies, managing mailings, and coordinating with outside vendors for services and repairs.
 </li>
 <li>
 Administrative accounting duties, including organizing invoices, creating expense/income lists, and record updates.&nbsp;
 </li>
 <li>
 
 Filing and correspondence with government agencies and other administrative bodies as needed for office operations, including payment of taxes and insurance premiums.
 
 </li>
 <li>
 
 Supporting events and&nbsp;
 
 programs by contributing to the visibility of the organization by representing KTIO.
 </li>
 <li>
 
 Gathering, organizing, and reporting information from open resources, such as newspapers.
 
 </li>
 <li>
 
 Japanese-English translation and document editing.
 
 </li>
 <li>
 
 Other projects and administrative tasks as assigned and handling inquiries in English.&nbsp;
 
 </li>
 </ul>
 
 
 
 
 
 Skills and Requirements&nbsp;
 
 
 <ul>
 <li>
 A minimum of two (2) years&rsquo; office work experience preferred.
 </li>
 <li>
 Proficiency in Office Suite (Word, Excel, PowerPoint, Outlook).
 </li>
 <li>
 Fluency in English and Japanese, verbal and written.
 </li>
 <li>
 Social media management skills, including posting on LinkedIn and Facebook.
 </li>
 <li>
 Ability to handle multiple tasks, projects, and priorities effectively and professionally.
 </li>
 <li>
 Excellent verbal and written communication skills.
 </li>
 <li>
 Available to work from 9 a.m. to 3 p.m. (lunch break from 12 p.m. to 1 p.m.) on Monday, Tuesday, and Thursday.
 </li>
 <li>
 Available to work in-person at office in Seattle at least one (1) day per week and as may be required by business needs.
 </li>
 <li>
 Some moderate lifting (up to 25 pounds) may be required on an occasional basis.&nbsp;&nbsp;
 </li>
 </ul>
 
 
 
 
 
 Benefits
 
 
 
 Benefits include Social Security, Medicare, unemployment insurance, workers&rsquo; compensation, long-term care coverage through the WA Cares Fund, paid family medical leave, paid sick leave,&nbsp;and transit expenses.
 
 
 
 
 
 
 How to Apply
 
 
 
 Please submit your resume and cover letter to Takeshi Maruki at tmaruki@cityofkobe.org.&nbsp;&nbsp;We will accept applications until position is filled.&nbsp;&nbsp;
 
 
 
 
 
 
 Additional Information
 
 
 
 This job description is not intended, and should not be construed, to be an all-inclusive list of all responsibilities, skills, efforts, or working conditions associated with the position of Administrative Assistant.&nbsp;&nbsp;
 
 
 
 
 
 
 In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
 
 
 
 
 
 
 KTIO is an equal opportunity employer and does not&nbsp;discriminate on the basis of race, color, religion, creed, sex, sexual orientation, gender identity, national or ethnic origin, age, presence of sensory disability, physical or mental disability, use of a trained guide dog or service animal by a person with a disability, veteran&rsquo;s status, marital status, or other classes protected by law.&nbsp;&nbsp;
 
 
 
 
 
 For more information about KTIO, visit&nbsp;www.linkedin.com/company/kobe-trade-information-office&nbsp;and&nbsp;www.facebook.com/cityofkobe.
 
 
 
 
</div>

Prism Behavioral Consulting

Administrative Assistant (Neurodiversity-Affirming ABA Practice)Hybrid/In-Person &ndash; Washington State $28&ndash;$34/hour | Full-Time | Flexible ScheduleAbout UsPrism Behavioral Consulting is a neurodiversity-affirming ABA practice committed to ethical, compassionate, and person-centered care. We believe in supporting individuals in ways that honor autonomy, dignity, and lived experience&mdash;and we&rsquo;re intentional about creating systems that reflect those values, not just clinically, but operationally as well.We&rsquo;re looking for an Administrative Assistant who understands the ABA field and aligns with a modern, affirming approach to the work.Position OverviewThis role is central to keeping our operations running smoothly. You&rsquo;ll support leadership, staff, and client systems while helping ensure our administrative processes are organized, ethical, and responsive.This is a great fit for someone who is detail-oriented, proactive, and comfortable navigating both structured systems and the real-world complexity of a growing ABA organization.What You&rsquo;ll DoOffice &amp; Operations Support<ul><li>Serve as a welcoming point of contact for staff and visitors</li><li>Manage phones, emails, and general inquiries</li><li>Maintain office hours and support in-person operations (minimum 50% in-office)</li><li>Organize, maintain, and share documents and reports</li><li>Coordinate supplies, errands, and administrative logistics</li><li>Maintain shared calendars, contact databases, and internal systems</li></ul>Scheduling, Attendance &amp; Payroll Support<ul><li>Assist with staff and client scheduling</li><li>Reconcile travel time and support payroll prep</li><li>Track attendance, coverage needs, and scheduling gaps</li><li>Conduct monthly attendance audits and report trends</li></ul>Compliance, Audits &amp; Insurance Tracking<ul><li>Audit schedules and session note completion</li><li>Track authorizations and insurance status</li><li>Cross-reference internal systems and insurance data</li><li>Support insurance-related communication and issue routing</li></ul>HR &amp; Onboarding Support<ul><li>Assist with new hire onboarding and orientation</li><li>Track credentialing requirements and expirations</li><li>Maintain confidential employee files (HIPAA-compliant)</li><li>Support HR-related administrative needs</li></ul>Technology &amp; Systems Support<ul><li>Provide basic support for systems (Google Workspace, Zoom, ABA software)</li><li>Manage shared inboxes and send assessment materials</li><li>Troubleshoot minor tech issues and escalate when needed</li></ul>What We&rsquo;re Looking ForRequired:<ul><li>High school diploma (or equivalent) + 1+ year in an administrative role</li><li>Experience in ABA, healthcare, or a clinical setting strongly preferred</li><li>Strong organization and task management skills</li><li>Excellent communication and customer service skills</li><li>Comfort working both independently and collaboratively</li><li>Proficiency with office software and database systems</li></ul>Values &amp; Fit (Equally Important):<ul><li>Understanding of the ABA field and its evolving ethical landscape</li><li>Commitment to neurodiversity-affirming, respectful, and trauma-informed practices</li><li>Ability to interact with clients, families, and staff with empathy and professionalism</li><li>Strong ethical standards (HIPAA, confidentiality, BACB-aligned conduct)</li><li>A mindset of curiosity, flexibility, and continuous improvement</li></ul>Additional Requirements<ul><li>Valid WA State driver&rsquo;s license and reliable transportation</li><li>Ability to pass background check and MVR requirements</li><li>Ability to lift up to 10 lbs and work on a computer for extended periods</li><li>Local travel up to ~10%</li></ul>Why Join Prism?<ul><li>Work in a practice that actively challenges outdated ABA norms</li><li>Be part of a team that values ethics, collaboration, and growth</li><li>Flexible scheduling with supportive leadership</li><li>Meaningful work that directly supports better systems for clients and clinicians</li></ul>Apply TodayIf you&rsquo;re someone who understands both the structure of ABA operations and the importance of doing this work in a way that respects neurodivergent individuals&mdash;we&rsquo;d love to hear from you.Pay: $28.00 - $34.00 per hourBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Employee assistance program</li><li>Flexible schedule</li><li>Health insurance</li><li>Paid time off</li><li>Professional development assistance</li><li>Referral program</li><li>Retirement plan</li><li>Vision insurance</li></ul>Work Location: Hybrid remote in Seattle, WA 98109

Admin Assistant - Neurodiversity Affirming ABA Practice

Gates Foundation

<div>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&rsquo;re committed to creating an environment for you to thrive both personally and professionally.
The Team
The Foundation Strategy Office (FSO) is the primary function supporting the creation and evolution of our program-level strategies as well as exploring new paths to impact that align with our mission. This includes supporting the CEO, CFO, and Chief Strategy Officer in key accountabilities like strategy development, strategy revision, strategy performance measurement, portfolio management, and special initiatives to accelerate the impact of the foundation. 
 
We are a close-knit team that places a significant emphasis on maintaining and growing our positive, humble, and intellectually curious culture. We believe that small groups of deeply committed team members can do phenomenal things. We encourage debate and discussion of tough issues and are committed to the success of our clients. We invest proactively in each other&rsquo;s personal and professional growth.<div><div><div><div><div><div>
Application Deadline: April 26, 2026 at 11:59pm Pacific Time 
Your Role
The Assistant plays a key role in providing comprehensive administrative and logistical support to multiple principals in leadership positions. The Assistant is responsible for managing complex calendars, scheduling a high volume of meetings across multiple time zones, and helping principals stay aligned with their most important priorities. This includes managing high-volume email tracking, processing expenses and reimbursements, coordinating domestic and international travel, including logistics for flights, accommodations, ground transportation, and visa and passport support, and helping principals manage their calendars and balancing priorities across their projects. In addition to supporting individuals, the FSO Assistant will contribute to team operations by coordinating onboarding meetings for new hires, assisting with planning and logistics for team events and rhythm of business meetings, and helping to cultivate a positive and well-connected team culture.
Ideal candidates are self-motivated, proactive, and driven to support both principals and the team as a whole. They will have excellent attention to detail, responsiveness, and accuracy.
What You&rsquo;ll Do
Core Administrative Support<ul><li>
Provide comprehensive administrative support by managing high volumes of email, tracking priorities, handling expenses and reimbursements, and engaging in special projects as needed</li><li>
Assist with maintaining the team SharePoint site and/or org charts</li><li>
Leverage technology, Artificial Intelligence (AI), automation and digital tools to streamline support, ensuring efficiency and accuracy</li><li>
Support knowledge management and rhythm of business meetings as needed</li></ul>
Calendar Management<ul><li>
Provide high-level scheduling and calendar support for multiple principals &mdash;including those in leadership &mdash; by coordinating complex, high-volume meetings across time zones, managing calendars, prioritizing tasks, and ensuring effective communication and conflict resolution</li><li>
Continuous calendar(s) conflict management and meeting prioritization</li></ul>
Division/Team Support and Coordination<ul><li>
Support team effectiveness and culture by serving as a resource on business operations, participating in assistant meetings, and collaborating with leadership on team culture initiatives</li><li>
Support new team members with onboarding meeting coordination</li></ul>
Division/Team Events and Logistics Management<ul><li>
Assist in planning and logistics for events, including internal/external meetings, retreats, team building events, presentations, which may include coordinating arrangements and reimbursements for participants, handling venue and travel logistics, room set-up, and preparing and disseminating materials.</li><li>
Support or provide project management, planning, coordination, and preparation for deliverables and workstreams</li></ul>
Travel, Visa and Passport Support<ul><li>
Provide travel and visa support to principals, which may include coordinating flights, lodging, ground transportation, and security, confirming meetings and venues, preparing travel materials, and managing visa/passport processes</li></ul>
Communication<ul><li>
Communicate effectively with principals to ensure clarity on questions, conflicts, and trade-offs related to calendar management, facilitating informed decision-making</li><li>
Provide clear, timely, and audience-appropriate communications for all inquiries and requests, while maintaining consistent communication with internal and external partners</li><li>
Demonstrate professionalism and use discretion with sensitive information</li></ul> 
Your Experience<ul><li>
A Bachelor&rsquo;s degree or equivalent demonstrated experience</li><li>
Some experience in an administrative job for a complex and fast-paced organization</li><li>
Experience setting priorities and meeting deadlines while balancing multiple competing priorities</li><li>
Strong communication skills</li><li>
Experience working with MS Office suite, especially Outlook, and including CoPilot, Chat GPT and other AI tools is strongly preferred.</li><li>
Some experience with event planning or project management a plus</li></ul><ul><li>Must have unrestricted work authorization in the country where this position is located. The foundation does not provide immigration-related sponsorship for this role. This includes direct company sponsorship and any work authorization requiring a written submission or other immigration support from the company (H-1B, O-1, L-1, E, OPT, STEM-OPT, CPT, TN, J-1, etc.).</li></ul>
The salary range for this role is $31.44/hour to $44.04/hour USD. As a mission-driven organization, we strive to balance competitive pay with our mission. New hire salaries are typically between the salary range minimum and the midpoint. Actual placement in the range will depend on a candidate&rsquo;s job-related skills, experience, and expertise, as evaluated during the interview process.</div></div></div></div></div></div> 
Hiring Requirements
As part of our standard hiring process for new employees, employment will be contingent upon successful completion of a background check.
Candidate Accommodations
We&rsquo;re committed to providing an inclusive and accessible hiring experience for all candidates. If you have a disability or medical condition and need an accommodation at any stage of the application or interview process&mdash;such as an ASL interpreter, alternative interview format, or physical accessibility support&mdash;we&rsquo;re happy to help. Please contact HR@gatesfoundation.org with the position number and a brief description of your accommodation needs. Requests will be handled confidentially.
Inclusion Statement
We are dedicated to the belief that all lives have equal value. We strive for a global and cultural workplace that supports ever greater diversity, equity, and inclusion &mdash; of voices, ideas, and approaches &mdash; and we support this diversity through all our employment practices.
All applicants and employees who are drawn to serve our mission will enjoy equality of opportunity and fair treatment without regard to race, color, age, religion, pregnancy, sex, sexual orientation, disability, gender identity, gender expression, national origin, genetic information, veteran status, marital status, and prior protected activity.</div>

Assistant, Foundation Strategy Office, 2-year LTE

Explore 66+ Administrative assistant iii in Seattle this May. Find roles across top companies and apply now to boost your career.

66 administrative assistant iii jobs In Seattle

Administrative Assistant III

Administrative Specialist 3 - BU

Administrative Assistant

Legal Assistant

Administrative Assistant

Admin Assistant - Neurodiversity Affirming ABA Practice

Assistant, Foundation Strategy Office, 2-year LTE