About the Role
The Max Foundation is a non-profit global health organization that believes in a world where all people are able to access high impact medicines, where geography is not destiny, and where everyone can strive for health with dignity and with hope. We exist to accelerate health equity. We do this by delivering medication, technology, and services to patients facing cancer and other critical illnesses, focusing our energy on those who no one else is helping. We carry out our work with team members based in Seattle at our headquarters and in many targeted low- and middle-income countries. The Max Foundation has a full range of programs and services, all focused on serving marginalized people living with cancer and other critical illnesses around the world. Learn more about The Max Foundation: https://www.themaxfoundation.org/.
The Programs Coordinator serves as a key member of The Max Foundation’s Programs Department, by providing administration, department coordination, and organizational support for the team. The individual in this role will support communications between team members, scheduling of meetings and travel, and administrative duties to support programmatic initiatives across various team members. Ideal candidates will demonstrate efficiency, flexibility, attention to detail, and strong organizational and interpersonal skills to ensure the smooth operation of the team.
Support complex calendars for multiple Programs team members including both in-person and virtual meetings with participants in multiple time zones, and serve as owner of standing team meeting calendar invitations
Provide logistical support for in-person and virtual meetings, speaking engagements, and conferences hosted by the Programs team
Take minutes in meetings, circulate minutes after meetings, communicate action items to team-members, and coordinate and track progress for various team projects and goals
Provide support to Programs team members for travel arrangements and expense reports
Maintain an organized system of tracking, monitoring, and prioritizing tasks and projects using Microsoft Teams, SharePoint, and other document storage systems
Support Programs team members with updating relationship management software (Virtuous) to ensure accurate and up-to-date information
Support Programs participation and logistics for large conferences (e.g. ASCO) and internal leadership retreats (e.g. Home week)
Assist Programs team members with project management tasks, tracking project deliverables, and donor reporting, as needed
Partner with Executive Assistant and other department coordinators to support Executive and cross-functional activities, including preparing materials for Board and leadership meetings
Perform in-office administration for Programs team including global mailings and document organization, as needed
Work with vendors, suppliers and providers for Programs related needs
Support onboarding of new Programs team-members including preparation of departmental info packets and scheduling orientation meetings
Ad-hoc project support as needed
Associate degree required, Bachelor’s Degree preferred
Two-plus years of work experience in an administrative or program support role, international non-profit experience a plus
Proficient in MS Office Suite, including MS Teams, SharePoint Word and Excel.
Strong organizational ability, prioritization skills, and attention to detail
Demonstrated effective support for multiple individuals and adaptable to changing priorities
Demonstrated writing and copy-editing skills
Skills and Attributes:
Must be flexible and able to work and juggle tasks and priorities of multiple team members
Ability to work diligently, independently, and enthusiastically as part of a team
Collaborative working style with the ability to proactively coordinate between multiple team members
Excellent verbal and written communication, and interpersonal skills
Excellent relationship management skills and ability to maintain confidentiality
We offer compensation commensurate with experience and generous benefits. No relocation provided.
To Apply: Visit our website at https://www.themaxfoundation.org/careers to apply. Please include résumé and cover letter.