Overview
The Executive Assistant will provide administrative support to the Global Director and Child Sponsorship Operations Leadership team, managing relationships, coordinating meetings, and supporting international travel and events.
Key Responsibilities
- Coordinate key meetings including logistics, run-of-show, engagement, and time boxing.
- Create and circulate meeting notes, ensuring outcomes and action items are clear.
- Arrange agenda, pre-reads, and presentations for meetings.
- Oversee and coordinate all logistics for virtual and face-to-face meetings.
- Develop leadership and All Staff meeting cadences and rhythms.
- Provide administrative support for committees, task forces, and working groups.
- Serve as a trusted liaison fostering strong working relationships.
- Support team to maintain a high-level tracker for priorities, milestones, dependencies, risks, and decisions.
- Operated with a high degree of discretion, proactively anticipating needs, identifying risks, and escalating issues appropriately.
- Support the preparation of KPI review materials and synthesize insights into narratives and recommendations.
- Provide support to projects as needed.
- Support team-wide communications.
- Connect individual staff members in multiple countries with fun team updates and celebrations.
- Partner with Knowledge Management to enhance how team meeting materials are organized and stored.
- Support standardizing collaboration tools, templates, and workflow processes.
- Inform staff through helpful, relevant, and clear communications.
- Provide warm and respectful communications to diverse stakeholders.
- Arrange end-to-end travel logistics for the Global Director.
- Support Visa applications as needed.
- Manage, track, and reconcile Global Director expenses.
- Keep operating cadence intact during travel weeks as necessary.
- Maintain readiness materials during travel: briefings, stakeholder context, key documents, and next steps.
Required Experience
- 3+ years supporting senior or executive leadership in dynamic, cross-functional environments.
- Experience managing complex scheduling across time zones and multiple calendars (Outlook/Teams).
Qualifications
- Bachelor’s degree in Business Administration, Communications, or Equivalent Administrative Experience.
- Advanced education, certification, or equivalent experience in Administration.
