Executive Assistant NGO Job Save the Children

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Key Responsibilities

Core executive assistant responsibilities (priority):  

• Manage complex diary schedules and organise meetings, ensuring all logistics are coordinated and preparation materials are available in advance.  
• Plan and arrange comprehensive travel itineraries, including ticketing, accommodation, travel documents (incl. visas) and necessary currencies.  
• Review and manage the CPDIO’s inbox, responding to or flagging emails as appropriate, and maintaining a well-organised email filing system 
• Handle sensitive and confidential information with professionalism, sound judgement, and discretion at all times 
• Track actions and follow-ups arising from meetings, correspondence, and key engagements, supporting timely progress and accountability where required. 
• Anticipate priorities and administrative needs by identifying upcoming requirements, potential issues, and opportunities to support effective planning and decision-making 
• Prepare and submit expense reimbursement requests for the CPDIO in the financial management system in accordance with organisational policy; and review expense reimbursement requests sent for the CPDIO’s approval to ensure they are in line with policy before requesting final approval  
• Process invoices for procurements paid directly from the CPDIO budget, always ensuring compliance with procurement policy  
• Maintain and update departmental mailing lists and contact lists in coordination with regional teams and global team coordinators  
• Provide occasional administrative support to the Senior Directors, especially when they are acting as Officer-in-Charge for the CPDIO   
• Ensure effective collaboration with peer EAs, including mutual support and efficient coordination of joint meetings 
• Manage and efficiently direct ad hoc queries; and manage questions submitted via internal employee channels  

Additional team support responsibilities:  

• Organise and manage departmental and leadership meetings, preparing agendas, pre-reads, and ensuring all relevant updates and feedback are incorporated. Includes the coordination of the Global Programme Directors monthly meeting 
• Maintain the PD&I team’s gratitude & recognition process and ensure recognitions are shared with intended recipients  
• Schedule and manage independently the fortnightly PD&I Connect sessions  
• Manage the monthly Horizon newsletter  
• Ad hoc administrative support to projects the CPDIO is directly responsible for 

Qualifications & Experience

Essential 

• Significant Experience in Diary Management: Proven track record of managing complex schedules and organising meetings at various levels of an organisation and across multiple time zones 
• Proficient Experience in Travel Planning: Demonstrated ability to plan and arrange comprehensive travel itineraries across multiple regions  
• Experience in Organising Meetings and Events: Competence in preparing agendas, collating pre reads, and incorporating relevant updates and feedback for departmental and leadership meetings 
• Experience in Inbox Management: Ability to review, manage, and maintain a high-volume email inbox, flagging and responding to emails as appropriate  
• Exceptional Organisational Skills: Ability to prioritise tasks effectively, manage multiple activities simultaneously, and ensure all logistics are coordinated seamlessly 
• Strong Communication & Interpersonal Skills: Exceptional written and verbal communication skills, always exercising sensitivity, judgment and discretion. Approachable, a good listener, and able to build and maintain relationships with team members, partners, and other stakeholders 
• Attention to Detail: Critical for maintaining departmental records, organising meetings, managing complex travel itineraries, and drafting, proofreading and editing documents  
• Problem-Solving Abilities: Ability to anticipate issues, troubleshoot problems independently, and offer creative solutions 
• Considerable Experience in Document Preparation: Skilled in drafting, editing, and proof-reading a variety of professional documents, including Board and SLT papers  
• Digital Confidence: Microsoft 365 proficiency; comfortable across a range of digital and collaboration platforms; proactively adopts emerging tools and brings genuine AI curiosity to improving efficiency and productivity.

Essential 

• Comfortable with learning to use and navigate standard ERP system tools (financial management system, procurement system, online travel booking system, IT ticketing system etc.)  

How to Apply

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