Correspondence Manager & Principal Operations Assistant

The Team: 

Our mission is to catalyze innovations that solve global problems and improve the lives of the world's poorest people. We do this by incubating products, advocating for important causes, engaging with global organizations, and managing venture investments.

The Role:

This is a unique opportunity to apply administrative, tactical, and strategic skillset in support of the Executive Office. The role provides proactive, high-level administrative and project management support across both business and personal priorities, including complex correspondence and initiative tracking.

Unlike a traditional Executive Assistant role, this position focuses less on calendar management and direct principal support and more on correspondence management, operational systems, and project management and cross-team execution on behalf of the Executive Office.

This position also serves as a resource and mentor to administrative teams across the organization and collaborates closely with the leadership team on cross-company initiatives, strategy, and communications. While integral to the Executive Office, this is a behind-the-scenes role and does not involve direct, day-to-day interaction with the principal.

Responsibilities:

• Monitor all incoming correspondence and gifts; routing appropriately and following up to ensure all communications are fully addressed.
• Coordinate outgoing correspondence from partner teams, ensuring principal alignment, voice, and grammatical accuracy.
• Serve as a collaborative liaison and partner to teams within and external to Gates Ventures.
• Coordinate extensive mass mailing projects, from inception to execution.
• Comprehensively manage and update the Executive Office and Principal’s CRM contacts, ensuring timely updates and comprehensive tracking.
• Maintain complex records and tracking systems for large-scale, highly detailed projects, continuously reassessing priorities and proactively communicating changes.
• Track book inventory and in-office library.
• Handle autograph requests as directed and maintain records.
• Some invoice and expense reporting management, as needed.
• Other duties as needed to support the smooth operation of the principal’s business and personal affairs.

Impact: 

Success in this role enables the Executive Office and leadership team to operate with focus, efficiency, and confidence by ensuring that complex initiatives, communications, and priorities are managed seamlessly behind the scenes. By anticipating needs, maintaining rigor across processes, and keeping work moving across teams, this role allows senior leaders to dedicate their time and attention to strategy, decision-making, and external engagement.

Qualifications:

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Any combination of relevant academic and work experience.
• Enthusiasm about the function and importance of behind-the-scenes administrative support.
• Maturity, kindness, warmth, graciousness, and a keen understanding of the importance of discretion.
• Adaptability and positive, team-focused approach to work assignments and responsibilities.
• Demonstrated outstanding interpersonal and communications skills, including the ability to build community and earn trust quickly.
• Proven skill and enthusiasm for the art of writing.
• Flexible in changing situations. Proactive ability to anticipate needs and address problems before they occur.
• Able to manage several projects at a time with constant interruptions.
• Positive, cooperative, and professional attitude even in stressful and time-sensitive situations.
• Demonstrated experience maintaining confidentiality and privacy.
• Able to pass extensive background investigation.
• Fluency in Microsoft Office, particularly Outlook and OneNote. Prior experience managing CRM systems preferred.
• This role is based in our Kirkland office. As with most high-level administrative support positions, some work will be required outside of normal office hours, including occasional evenings, weekends, and holidays.

Compensation and Benefits

The salary range for this position is $115,000-125,000. 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.