Administrative Assistant, IDM

Location: Bellevue, WA, USA

Ref: aa20190606

Date Published: June 6, 2019


The Institute for Disease Modeling shapes global efforts to eradicate infectious diseases and to achieve permanent improvements in the health of those most in need. By developing, using, and freely sharing computational modeling tools, we advise policymakers, promote quantitative decision-making and advance scientific methodologies. IDM is a highly dynamic organization, composed of research scientists and software professionals, with a work environment that is defined by innovation and collaboration. As part of our work, we routinely collaborate with groups at the World Health Organization, the Center for Disease Control, PATH, the Bill and Melinda Gates Foundation, ministries of health in the developing world, as well as universities and research institutes. IDM is an institute within the Global Good Fund, a collaboration between Intellectual Ventures and Bill and Melinda Gates.

IDM is seeking an Administrative Assistant to provide high-level administrative support to the IDM team with demonstrated professionalism and initiative and a true desire to develop supportive relationships. Commitment to excellence, flexibility as well as poise, confidence, and the ability to interface with clients and co-workers in a professional, approachable, and positive manner is a must.

Responsibilities:

  • Provide high-touch administrative support in a team environment.
  • Keep leadership and management teams apprised of calendar, action items, messages and relevant business issues, both internal and external.
  • Coordinate complex domestic and international travel (all logistics including flight, hotel, visas, airport transport etc. as needed)– understand geography and political dynamics in developing countries to insure safe transit planning. Ensure that travelers have all relevant travel and insurance information at hand and update the appropriate forms and team travel calendars. 
  • Manage confidential business matters, internal communications, and files with a high-level of discretion.
  • Manage existing and new vendor relationships including on-boarding new vendors, updating vendor list on Sharepoint, and monthly reporting on vendor expense reports when requested.
  • Administrative management and support for onboarding of new employees and contractors including working with the Program Manager to understand the on-boarding timeline and required special logistics, requesting on-boarding service now ticket, tracking on-boarding progress to ensure that all facilities and IT requests are completed in a timely manner. The admin will also add the new team member to all relevant email lists and team meetings. Once on-boarded, the admin is responsible for obtaining the new employee’s bio and informing the web developer of the new employee for addition to the team website.
  • Maintain an on-going list of employees in need of a photo for the IDM website, and scheduling photo sessions ~2x a year or when requested.
  • Organize, schedule and seek feedback on < 4 morale events a year. Prepare budget expense reporting for team-wide events.
  • Communicate team wide events including but not limited to photo sessions, morale events, speaker sessions etc.
  • Maintain admin information (travel, onboarding, expense reporting, catering, etc.) on both the wiki and Sharepoint pages as applicable. Must ensure that information is relevant to IDM team members and presented in an informational and helpful manner. Information must be reviewed and updated monthly.
  • Maintain org and seating chart information, ensuring that titles are consistent with the website. Inform web developer of title changes.
  • New employee orientation for IDM including explanation of helpful resources on the team’s wiki and Sharepoint site, facility information, and overview of team. Review information in the new employee welcome.
  • Responsible for supporting visiting scholars and visiting collaborators including travel logistics, on-site coordination for calendar scheduling with team members depending on the goals of the visit, scheduling off-site events if applicable. Ensuring that the on-site visitor feels integrated as a team member.
  • Responsible for symposium logistics information including all data entry needed during registration, badge printing, poster and booklet printing coordination with the printer.  During symposium, registration set-up, registration of all attendees, and ensuring that all logistics are running smoothly (drink stations, meal logistics etc). Post-symposium, admin will work with the project coordinator to collect all presentations and consent for external release.
  • Prepare meeting minutes during the leadership team, monthly manager’s meeting, and weekly team all-hands. Must exercise sound judgment and discretion.
  • Prepare expense reports and coordinate reimbursement, including but not limited to trip reimbursements and miscellaneous expense reimbursement for all managers when requested.
  • Coordinate meetings and events including scheduling, agenda creation, logistics, catering, and any other related materials.
  • Coordinate, picking up, and setting up food and beverages for individual and/or team meetings, including supporting visitors holding meetings at IDM. Monthly cookie resupply and weekly fruit deliveries are set-up.
  • Manage non-disclosure agreements with vendors and guests.
  • Create and format documents and high level presentations including letters, memos, trip reports, itineraries, status reports, presentation (Power Point), spreadsheets (Excel), and other related documents.
  • Ensure that the collaboration space is organized and tidy including on-going maintenance of the two espresso machines.

Key Qualifications and Required Skills:

  • 5+ years executive administrative experience supporting executives, preferably in a fast paced and challenging environment
  • Advanced skills and experience in MS Word, Excel, Outlook and PowerPoint is required
  • Experience coordinating and facilitating corporate events
  • Excellent communications skills, both written and verbal.  Ability to proofread and ensure accuracy in written materials and forms.
  • Must exercise sound judgment and discretion.
  • Must be detail-oriented, able to develop and maintain highly organized work environment, and able to effectively prioritize
  • Make solid business decisions, problem-solve, and multi-task in a highly dynamic work environment
  • Proven ability to exercise high degree of confidentiality and objectivity
  • Ability to work in a team setting and conduct and present oneself in a highly professional manner with both internal and external clients and personnel
  • Proven ability to set priorities and work independently with little or no supervision
  • Ability to receive and provide constructive feedback
  • Demonstrated capabilities in making solid business decisions, problem-solving, and multi-tasking in a highly dynamic and fast paced business environment

Joining our group provides unique opportunities to interact with global-health policymakers, to collaborate with world-class research laboratories and non-profit organizations, and to contribute to global and national disease control strategies.

We are an equal opportunity employer