Senior Program Assistant (LTE)

About the role

The Gates Foundation's Africa team works to scale evidence-based interventions targeting diseases and socioeconomic conditions across Sub-Saharan Africa. This Senior Program Assistant (SPA) provides comprehensive support to multiple principals, one of whom must be at director level or above, and reports to the Associate Manager, Administration Services and Engagement. The position is based in Nairobi, Kenya, is limited term until December 31, 2027, and relocation support is not provided.

Key responsibilities

• High-level administrative support: anticipate competing priorities, manage complex emails, track priorities and actions, and handle special projects such as bulk printing, note-taking and meeting materials.
• Calendar management: independently manage director-level calendars, coordinate high-level meetings across time zones, resolve conflicts and occasionally oversee the team calendar.
• Expense processing and reimbursements for principals, and correspondence with government officials for meetings.
• Team support: organize meetings and events, lead assistant community meetings, mentor new assistants, support onboarding, and plan logistics for events, retreats, field visits and conferences.
• Travel, visa and passport support: book flights, lodging, visas and transportation, prepare itineraries, and handle visa applications and passport needs with embassies.
• Media engagement preparation and liaison with trip coordinators for leadership trips.
• Clear, proactive communication with principals and stakeholders, managing sensitive information with discretion.

Required profile

• Bachelor's degree or equivalent demonstrated experience.
• Intermediate experience in an administrative role supporting senior management or executives.
• Intermediate experience supporting high-level or C-suite delegation trips.
• Experience building relationships and gaining the trust of others.
• Ability to prioritize, communicate decisions clearly and make decisions on behalf of leaders aligned with leadership goals.
• Must be able to work legally in Kenya without visa sponsorship.

Required skills

• MS Office suite, especially Outlook and Teams; use of AI tools such as CoPilot and Chat GPT is strongly preferred.

What we offer

• Comprehensive medical, dental and vision coverage with no premiums.
• Paid time off, paid family leave and foundation-paid retirement contribution.
• Regional holidays and opportunities to join employee communities.