Company: The Bill & Melinda Gates Foundation
Job Title: Manager, Scheduling and Trips Internal
Job Number: 1025BR
Status: Full Time
Salary Level: Salary commensurate with experience
Country: US
City: Seattle
State/Province: WA
Postal Code: 98102

Guided by the belief that every life has equal value, the Bill & Melinda Gates Foundation works to help all people lead healthy, productive lives. In developing countries, it focuses on improving people's health and giving them the chance to lift themselves out of hunger and extreme poverty. In the United States, it seeks to ensure that all people-especially those with the fewest resources-have access to the opportunities they need to succeed in school and life. Based in Seattle, the foundation is led by CEO Patty Stonesifer and co-chair William H. Gates Sr., under the direction of Bill and Melinda Gates and Warren Buffett.

The Foundation Communications team advances the foundation's goals by protecting and extending its reputation. We are responsible for unifying and strengthening the foundation's voice, raising public awareness of the issues we work on, and building the public will to address those problems.

The Scheduling and Trips Manager will hold primary responsibility for scheduling the co-chairs' foundation-related activities as well as the planning and execution of international and domestic trips and events for the foundation's co-chairs and senior leadership.  The incumbent will supervise a Scheduling and Trip Operations Team to manage the following:

Co-Chair Scheduling and Long-term Strategic Planning

• Manage processes to develop best uses of the co-chairs' time in alignment with the foundation's goals and mission.
• Develop annual advocacy strategies for the co-chairs and CEO in coordination and consultation with Global Development, Global Health, and U.S. Program.
• Manage all internal and external requests for co-chairs' time.
• Act as the primary liaison to the co-chairs' personal and security operations staff to coordinate all foundation-related activity.
• Develop, lead, and manage processes for sharing and distributing scheduling/event information to foundation leadership and key program stakeholders.
• Lead cross-foundation team to coordinate co-chairs' schedule and maintain foundation-wide planning calendar.

• Develop and manage annual travel budget for co-chair and CEO trips.

Planning, Coordination, and Execution of Co-Chair and CEO Trips and Activities

• Serve as trip director for co-chair and CEO trips with primary responsibility to oversee scheduling, logistics, site selection, content coordination, and preparation of advance and traveling teams.
• Represent the foundation in high-level discussions with government officials, partners, and grantees.
• Collaborate with program teams to define clear themes/objectives and develop trip content for all major trips.
• Form and lead cross -foundation teams comprising program and advocacy staff to facilitate trip planning.
• Oversee trip team planning meetings and status calls to assess progress, receive input, identify potential roadblocks, and ensure overall success of trip activities.
• Manage trip task list -- ensure that responsibilities are assigned and clearly communicated, oversee deadlines.
• Coordinate media plans with foundation/ program advocacy teams and public relations consultants.
• Negotiate external consultant contracts for trip support.
• Coordinate briefing book development in conjunction with the Information Management team.
• Provide recommendation for and support necessary follow up activities.

• Manage trip budgets.

Management of Scheduling Requests and Invitations

• Supervise cross-program process to review and respond to all incoming invitations and requests.

• Ensure VIP requests are properly handled.

Qualifications:

• A minimum of 10 years progressively responsible experience in an operational and/or liaison role, preferably in the government sector with special emphasis and experience coordinating high-level internal and external relationships and requiring strong judgment and political sensitivity.
• An advanced degree in Business, Communications, or a related field strongly preferred.
• Demonstrated success in a leadership role with an emphasis on advocacy, leadership scheduling, logistics, strategic event planning with experience in staffing senior leadership, preparing briefing materials, memorandums, etc.
• Strong communications skills including writing, editing, and verbal communications.
• Ability to work effectively and sensitively across barriers such as language, culture, and distance. Developing country work experience is strongly preferred.
• Intellectual quickness, curiosity, discipline, and resourcefulness. Demonstrated strong judgment and calm under stressful conditions.
• Proven ability to effectively cultivate and manage relationships with senior staff, consultants, and foundation partners.
• Ability to work with flexibility, efficiency, enthusiasm, and diplomacy, both individually and as part of a complex team effort.
• Demonstrated effectiveness and interest in leading and coordinating colleagues from across a variety of disciplines in a complex organization.
• A deep commitment to the overall mission of the foundation, its programs, and an approach consistent with the foundation's guiding principles. Committed to delivering results against the mission and holds self to the highest ethical standards.
• History of success in roles requiring logical, systematic thinking while managing multiple priorities in a highly dynamic environment.

• Ability to travel up to 20% domestically and internationally.

 **Job seekers apply to:

http://posttrak.arbita.net/cgi-bin/PostTrak.cgi?RefCode=R8230245506641

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SOURCE: PUBLIC AFFAIRS COUNCIL 7/8/08