Executive Administrator

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Here’s where you come in:

This role provides administrative support for the Office of the International President & CEO, assisting with the smooth running of the department and the provision of support services to the team within the President’s office.

Assisting the Executive Assistant with diary and occasional inbox management, complex travel co-ordination, meeting and event planning, composing correspondence, processing expenses and responding to enquiries from internal and external stakeholders.  The role reports to the President’s Executive Assistant and works closely with the President’s Advisor and the International President.

This role will also provide administrative support to the Chief Administrative & Finance Officer (CAFO).
 

MAJOR RESPONSIBILITIES

Assist with planning the President's travel. 

• Research flight and train options, aiming to maximise the use of time in each location. Book tickets, coordinate logistical details including accommodation, visas, security, safety and medical requirements (e.g. vaccinations). 
• Assist the President's Advisor and EA in arranging the President’s field trips. Ensure good relations are maintained with key stakeholders involved across the partnership and externally, and cultural sensitivities of the host locations are respected.

Provide professional and confidential administrative support for the Office of the President.

• Keep up to date through regular catch-ups with the President and his EA to be able to support with scheduling and managing the President's calendar effectively.
• Prepare the President's monthly expenses on Concur and ensure they are submitted in a timely fashion.  
• Purchase supplies, process invoices, liaise with procurement as required.

Calendar management for the Chief Administrative and Finance Officer (CAFO)

• Manage CAFO's calendar, ensuring it is up to date with all WVI-related Board meetings and events as well as external Board commitments.
• Schedule meetings and calls as requested, regularly checking-in with CAFO to ensure calendar priorities are understood.
• Monitor and flag any meeting conflicts that arise, and promptly suggest alternative solutions.

Requirements include:

• At least three years of experience supporting senior executives.
• Experience of travel management, planning and booking flights, accommodation and ground transportation, arranging visas and ensuring smooth and efficient travel.
• Proven experience gained ideally within a large international organisation.
• Excellent speaking, writing and listening skills in English.
• Occasional travel within the UK may be required to support meetings.