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

"Guidance, Solutions, Integrity" describes the Legal division’s approach to providing responsive legal guidance supporting pursuit of the foundation’s mission and implementation of the foundation's programmatic and operational strategies. The Legal division delivers comprehensive legal services by providing efficient and reliable legal guidance, managing legal risk, and supporting the development of solutions to achieve the mission of the foundation and its affiliated entities. The Legal division partners with our colleagues across the foundation to enable mission-driven work by maintaining an efficient, well-run global organization where employees can thrive and make their best contributions. Doing this well requires effective collaboration, strong alignment, and thoughtful planning across both operational and programmatic teams – as well as shared accountability for mitigating risk and optimizing the foundation’s operational resources.

The foundation’s Archive Program team works in close collaboration with Gates Archive to develop and execute a strategic program to preserve foundation history. The process requires taking a long view – capturing and preserving materials in perpetuity – to enable future generations of researchers and historians to interpret and understand the foundation’s work in historical context. Situated in the Legal division, the Archive Program team consists of one Senior Program Manager and an Executive Sponsor.

Your Role

This role will coordinate, implement, and maintain a range of projects and activities in support of the foundation’s Archive Program, including assisting with collection development, education and outreach, and access. This position will serve as a critical coordination point across teams, systems, and processes. As a liaison, this role is responsible for high quality interactions and clear and consistent communication internally across multiple teams within the foundation and externally with partners and subsidiaries. This role requires exceptional operational skills to help others organize around and complete a set of goals, demonstrated interpersonal skills to manage partners at all levels, and impeccable attention to detail to ensure high-quality project and process implementation.

What You’ll Do

We are looking for someone who enjoys the opportunity of working on complex problems and collaboratively creating solutions that have the potential for transformational change in the lives of people around the world. You must be a self-starter and great teammate, prepared to work across a diverse set of subject areas and partners including:

• Collection Development: Collaborate with internal and external partners to identify, collect, screen, and transfer physical and digital materials that are in scope for archival preservation according to established program plans and collecting guidelines. Actively manage privacy, use discretion, follow preservation guidelines, and abide by transfer protocols to ensure the stability and safety of materials as they are transferred to the archive.
• Project Coordination and Management: Implement general project coordination and management activities, including tracking timelines, deliverables, communications, and change management. Assist with program planning activities and participate in strategic projects in support of program goals, including scheduling and planning for meetings, events, conferences, and presentations. Provide clear and consistent communications support and assistance to ensure timely responses to inquiries, including answering and prioritizing calls, email, and mail communications. Serve as a liaison across multiple internal teams and participate in global process improvement projects.
• Information and Technology Management: Maintain file organization, team sites, and data and records. Develop and manage a system for tracking, monitoring, and prioritizing tasks, projects, and program status. Identify areas for improvement, propose new technologies, processes, and workflows to build efficiencies and implement solutions. Work with other team members to keep all pertinent information accurate and up to date for reporting and analysis.
• Education, Outreach and Access: Support education and outreach efforts, including assisting with archive tours, physical and digital exhibits, development and maintenance of guidance and resources, training and coaching employees on archival standard processes. Assist with the fulfillment of internal requests for access to foundation archival materials, including facilitating approvals as appropriate.

Your Experience

• A bachelor’s degree or equivalent with a minimum of five years demonstrated applicable experience.
• Practical knowledge of, and ability to work with MS Office, MS Teams, SharePoint, OneDrive, Dropbox, and other web-based software applications and tools used in archiving work.

Key Capabilities

• Strong planning, organizing, and coordinating skills to efficiently develop and implement plans to accomplish goals.
• Fast learner and proactive problem-solver skilled in leading partners toward creative and flexible solutions. Focus on continuous improvement to drive positive change.
• Ability to exercise discretion when communicating internally and externally and actively manage privacy when handling confidential and sensitive information and materials.
• Demonstrated effectiveness influencing individuals and teams without explicit authority and strong interpersonal communication and relationship-building skills.
• Ability to work well independently and as part of a team and be comfortable in multiple, varied settings and with different work and learning styles.
• Ability to anticipate next steps, take initiative, think critically, deal with ambiguity, analyze situations, prioritize, and apply sound judgement.
• Ability to work with flexibility, efficiency, and enthusiasm in a fast-paced environment, as a member of a small team.

*Must be able to legally work in the country where this position is located without visa sponsorship.

The typical salary range for this role is $26.78 to $49.44 USD per hour. The exact offer will be determined by a variety of factors such as the candidate’s individual skills, qualifications, and experience relative to the requirements of the role.

Hiring Requirements

As part of our standard hiring process for new employees, employment will be contingent upon successful completion of a background check.

Candidate Accommodations

If you require assistance due to a disability in the application or recruitment process, please submit a request here.

Inclusion Statement

We are dedicated to the belief that all lives have equal value. We strive for a global and cultural workplace that supports ever greater diversity, equity, and inclusion — of voices, ideas, and approaches — and we support this diversity through all our employment practices.

All applicants and employees who are drawn to serve our mission will enjoy equality of opportunity and fair treatment without regard to race, color, age, religion, pregnancy, sex, sexual orientation, disability, gender identity, gender expression, national origin, genetic information, veteran status, marital status, and prior protected activity.