Senior Assistant, US Program Data

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’re committed to creating an environment for you to thrive both personally and professionally.

The Team

The USP Data team works to unlock the full potential of data and artificial intelligence to improve educational and economic outcomes. Our vision is that by 2045, all learners and the adults who support them are empowered by safe, evidence-based, AI-enabled solutions that deliver personalized experiences and universally recognized skills – enabling them to navigate pathways, move across institutions, and thrive in meaningful work. To achieve this, we invest in three catalytic areas: AI solution enablement, trusted evidence for AI in education, and dynamic feedback systems. We amplify this work through investing in focus geographies, driving strategic partnerships with hyperscalers and co-funders, and supporting other teams within U.S. Program in using data and AI to drive equitable impact.

Your Role

The Senior Assistant, US Program Data plays a key role in ensuring the smooth and efficient operation of the U.S. Programs Data Team by providing high-level administrative and operational support to multiple principals and the U.S. Data Director.

This position requires exceptional organizational skills, sound judgment, and the ability to manage complex calendars, coordinate cross-time-zone meetings, and ensure that leaders’ time aligns with key strategic priorities. Acting as a trusted partner, the Senior Assistant, US Program Data anticipates needs, resolves scheduling conflicts, and provides thoughtful recommendations to help optimize productivity.

Beyond core administrative support, the Senior Assistant, US Program Data contributes to team operations through event coordination, rhythm of business management, and knowledge-sharing. The successful candidate will bring a proactive, collaborative approach to supporting the team’s mission and daily operations.

What You’ll Do

Administrative and Calendar Support

• Provide proactive, strategic calendar and workflow management for multiple principals and the U.S. Data & AI Director, ensuring alignment with division goals and priorities.
• Anticipate and resolve scheduling conflicts, manage competing demands, and coordinate meetings across multiple time zones.
• Manage high-volume correspondence, travel logistics, and expense reports with accuracy and discretion.
• Leverage technology and AI tools (such as Microsoft CoPilot, ChatGPT, and automation systems) to improve efficiency and streamline administrative processes.

Team Operations

• Collaborate with the operations and planning functions to track priorities, manage systems, and support the team’s operational processes.
• Support the team’s rhythm of business by coordinating recurring meetings, retreats, and operational activities.
• Support onboarding for new staff.
• Partner with the U.S. Data & AI leadership team to achieve team goals and create deliverables, as needed.
• Play a key role in establishing and sharing team norms/best practices.

Events and Logistics Management

• Plan and manage logistics for team events, retreats, convenings, and partner meetings—both domestic and international.
• Coordinate agendas, materials, and follow-up actions to ensure successful outcomes.
• Provide onsite support for major meetings or convenings as needed.

Travel and Communication

• Manage complex domestic and international travel for principals and the U.S. Data Director, including flights, lodging, visas, and ground transportation.
• Ensure all trip details and briefing materials are prepared and communicated in a timely manner.
• Act as a liaison between principals, team members, and external partners, maintaining confidentiality and professionalism in all communications.

Knowledge Management

• Assist with knowledge management tools such as SharePoint, MS Teams, and internal databases
• Maintain updated team resources, including organizational charts and distribution lists
• Lead or contribute to administrative community efforts that enhance coordination and shared learning across the U.S. Programs division.

Your Experience

• A Bachelor’s degree or equivalent demonstrated experience.
• Broad knowledge of the mission, values, resources, culture, systems, and business strategies.
• Ability to prioritize effectively, utilize time precisely, communicate decisions and process to execution in a clear effective manner.
• Knowledge of how to best make decisions on behalf of leaders, speaking in the voice and to the key messages/vision/goals agreed upon by the leadership team.
• Understanding of how to identify team needs and opportunities and how to champion and resolve them.
• Intermediate experience in an administrative job supporting senior management or executives.
• Experience leading and building relationships to gain the respect and trust of others.
• Experience adopting approach, goals, and methods to achieve solutions and results in dynamic situations, helping others deal with the ongoing demands of change.
• Experience working with MS Office suite, especially Outlook, and including CoPilot, Chat GPT and other AI tools is strongly preferred.
• Must be able to legally work in the country where this position is located without visa sponsorship.

Key skills/competency

• Administrative Support
• Calendar Management
• Travel Coordination
• Event Planning
• Operational Support
• Communication Skills
• Knowledge Management
• Microsoft Office Suite
• AI Tools (CoPilot, ChatGPT)
• Organizational Skills