Sr. Administrative Coordinator

Founded with the mission of Scholarship and Science for Social Change, the William H. Gates Sr. Institute for Population and Reproductive Health has been a trailblazer for innovation in the fields of family planning, reproductive health, and population dynamics for more than 20 years. The Institute has a strong track record of positive impact – whether through its support of local partner capacity or translating science and evidence into policies, programs, and practice.

Its continued success hinges on the Institute’s reliance on an expansive global network. Of the more than 370 institutions and local governments the Institute has partnered with since its establishment in 1999, more than 90% are based in the global south. This network allows the Institute to use a synergistic approach to create positive disruptions through its Global Programs.

The Institute features a dynamic, innovative working environment, with opportunities to work with established and emerging leaders across the globe in sexual and reproductive health and rights (SRHR) and gender equity research, advocacy, and program implementation to contribute at a high level to sustainable, positive change for women and men, communities, and countries. Together with locally based partners across Africa and Southeast Asia, the Institute identifies and acts on ideas with the greatest promise to advance universal, equitable access to SRHR.

For more information about the Institute, it’s global programs and platforms, please visit www.gatesinstitute.org.

We are seeking a Sr. Administrative Coordinator.

Job Summary

The Sr. Administrative Coordinator will contribute to managing event, programmatic, and day-to-day administrative support for the platforms that feed into the W. H. Gates Institute’s global programs focused on family planning, reproductive health, population dynamics, and gender equity, with key support given to the Institute’s Director and Senior Program Officer II and the other members of the Anchor team who ensure that the Institute’s overall strategic goals are met. Strong communication skills and cultural competency, keen attention to detail, and the ability to organize and prioritize tasks are all essential for this position.

The Institute’s Anchor Team is dedicated to ensuring the achievement of the Institute’s overarching strategic objectives under its five global programs (with gender equity cutting across all of these), especially through the successful execution of the International Conference on Family Planning (ICFP) platform activities which significantly contribute to the goals of each global program. Since 2009, the ICFP has served as a strategic inflection point for the global reproductive health community, providing a global stage for countries, organizations, and individuals to make important commitments and celebrate achievements as the world’s largest scientific conference on family planning and reproductive health. ICFP is a platform for researchers, advocates, governments, and communities; a movement towards achieving access to family planning for all; and a growing community guided by the spirit of partnership, inclusivity, innovation and scientific rigor.

This role will play an integral part in the successful planning and execution of ICFP communications and virtual and in-person meetings and events - culminating with a 5,000-person, hybrid, scientific conference in late 2025 in Africa or Latin America – which will contribute significantly to the Institute’s accomplishment of its major goals.

Specific Duties & Responsibilities

• Meeting and event planning and coordination for the Institute.
• Assist the Director of WHGI as needed.
• Schedule Zoom and conference rooms for events and meetings (work with the school and the department for room reservations and event scheduling when appropriate).
• Assist with setting the schedule, speakers, and interpreters for and facilitation of the Institute’s monthly seminars, All-staff meetings, and other team meetings and activities.
• Assist with the event logistics for larger Institute events and meetings, including partners’ meetings, quarterly Institute All-staff and Anchor Team in-person events, the William H. Gates Sr. Distinguished Lecture Series, International Conference on Family Planning, Global Health Leadership Accelerators, and Institute’s presence and events at other academic conferences, pre-conferences, and side events, etc.
• Logistics elements include: invitation dissemination and tracking, budgetary tracking, speaker communication, name tags, place cards, follow-up emails and calls, food and beverage orders and delivery, event/announcement signage for visitors and student