Executive Business Administrator at Gates Ventures

OVERVIEW

The Health & Life Sciences team (HLS), through its programmatic engagement with key stakeholders and global community of scientific experts, operates in three practice areas: 1) advisory role, 2) a scientific learning agenda, 3) Alzheimer’s Disease and US Healthcare portfolio and 4) special projects. 

The Health & Life Sciences team is looking for an administrative professional who is highly self-motivated, organized, and detail-oriented to support the team’s work. 

THE POSITION

The Executive Business Administrator for the Health & Life Sciences team will serve as the primary point of contact for calendar and management for the Managing Director who also serves as interim Executive Director for the Alzheimer’s Disease Data Initiative (a stand-alone non-profit organization). The role requires a creative mindset, and the ideal candidate should enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. This individual should also exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Business Administrator will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

You are the ideal candidate if you are:  

• A strong problem solver: You can break down problems using structure and logic and find a smart solution that fits with the bigger picture.  
• Flexible: You can juggle multiple tasks and priorities with great accuracy and thrive in an ambiguous, fast-moving environment with frequent interruptions, while also driving toward clarity and solutions. You show demonstrated resourcefulness in setting priorities and guiding investments in people and systems.
• A strong and concise communicator: You can distill complex information into simple, scannable concepts; compose executive correspondence; and process and respond to a high volume of email, text messages, and phone calls with clarity and accuracy.
• Responsive: You respond to all critical messages right away with same-day turnaround for top priority requests; respond same-day to less urgent requests providing timeframe for getting an answer or solution; meet all deadlines or ask for a reasonable extension in advance of the deadline; are proactive in identifying next steps and anticipating follow up inquiries/requests.
• Able to handle confidential information appropriately: You provide the “right amount” of detail/context; maintain strong discretion regarding the content of the job and the profile of the office; and maintain the confidentiality of the office, the work, and the principals.
• Customer service oriented: You approach the job with a focus on providing excellent customer service to the team you support and externally; build and maintain relationships; constantly strive to improve and make a positive contribution; take time to understand the tasks assigned and ask appropriate questions, but also act independently; and maintain a positive team-oriented attitude – while you support a specific team, we must all operate in service of the entire organization.

RESPONSIBILITIES

• Support to the Managing Director:
• Responsible for overall administrative management including scheduling, calendar/time management, travel coordination, monthly expense report reconciliation and submission preparation.
• Preparation for key internal/external meetings including coordination of logistics, prep, briefings, and pre-reads.
• Prioritization, action tracking and follow up.
• Relationship management
• CRM management
• Support Internal/External Leadership Meetings:
• In tandem with the Senior Manager, support the quarterly Rhythm of the Business for the team; and logistics and coordinate prep/pre-meetings as needed for all internal and external leadership engagements.
• General Administrative/Operations Support:
• Onsite office management 
• Main point of contact for office/property management
• Facilities requests, monitoring/tracking inventory, ordering lunches/catering, ordering/stocking supplies.
• Coordination with onsite and offsite security personnel
• Team Support:
• Management and oversight in alignment with overall HLS and AD Data Initiative team processes
• Main POC for team operational/administrative inquiries
• Assist Recruiting and Onboarding:
• Manage interview scheduling.
• Onboarding support: coordinate HLS related onboarding sessions, welcome packages for new hires, and facilities related to onboarding.
• Events Support:
• Support the Senior Manager in sourcing and reserving venues for large external events.
• Assist with both on-site and off-site events, including dinners, happy hours, and large organization-wide events.

REQUIRED SKILLS 

• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff and external partners.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capabilities and emotional maturity.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate high level of customer/client service and response.
• Demonstrated ability to achieve goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.

QUALIFICATIONS

• Bachelor's degree preferred.
• Strong work tenure: 5-7 years of experience in support roles, preferably in a non-profit or global health related organization
• At least 2 to 3 years of supporting Executive level roles preferred.
• Experience and/or interest in health/life sciences related organizations.
• Proficient in Microsoft Office (Teams, Outlook, Word, Excel, MS Project and PowerPoint), Adobe Acrobat, Microsoft Dynamics or similar CRM platforms.

COMPENSATION AND BENEFITS

The salary range for this position is $110,000-120,000. Starting salary offers will vary depending on a number of factors, including education, experience, and qualifications. Gates Ventures offers a comprehensive benefits package including medical, dental, vision, life, and disability insurance and a 401(k) program with employer match. Our benefits also include generous paid time off for vacation, sick leave, and holidays.