Senior Executive Business Administrator & Concierge

Gates Ventures seeks an exceptional Senior Executive Business Administrator to serve as a trusted right hand to our Chief People Officer and our COO/General Counsel, and to ensure the smooth operation of our main Kirkland office. This is a unique opportunity for a dedicated executive administrator who thrives on in-person interaction to build supportive relationships and deliver a high standard of hospitality to employees and guests alike. The ideal candidate is organized, service-driven, and proactive; someone who takes pride in the details, exercises sound judgment and discretion, and creates an environment where people feel genuinely welcomed. As the point person for our central office, this role works five days per week onsite.

At Gates Ventures, our work supports Bill Gates’ contributions to the world of global health, clean energy/climate change, science, education, technology, and philanthropy. We are a small, collaborative organization and support each other across levels, teams, and workstreams.

• →Serve as a trusted partner to the CPO and COO, providing anticipatory and proactive administrative support
• →Manage complex calendars, coordinating between multiple entities and balancing personal and professional obligations
• →Coordinate domestic and international travel arrangements, including itineraries, accommodations, and logistics
• →Become a go-to point of contact who handles sensitive and confidential information with sound judgment and the utmost discretion
• →Partner closely with other administrative and executive support staff to ensure coverage and continuity
• →Own all aspects of the experience for visitors to our office, ensuring a welcoming and seamless visit every time
• →Support meeting logistics including light setup and cleanup for gatherings of all sizes
• →Keep all kitchens and backstock storage across office spaces fully stocked, clean, and organized, including routine grocery runs and repurchasing
• →Assist with lunch setup and cleanup for catered employee meals and meetings
• →Manage all mail and packages, including labeling and courier coordination
• →Handle expense management and reporting for CPO, COO, and self
• →Respond to day-to-day office needs with a proactive, solutions-oriented mindset
• →Assist with special projects as needed

• 5+ years in executive administrative support
• Experience in hospitality or workplace services is a plus
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Excellent interpersonal and communication skills with a polished and professional presence
• Demonstrated discretion, sound judgment and the ability to handle confidential matters with the utmost professionalism
• Fluency in Microsoft Office and comfort with calendar management, travel booking, and expense-reporting tools
• Ability to pass a detailed background check