Administrative Assistant

With over 70 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!

Key Responsibilities:

This position provides high-level, administrative support to the Strategy Realisation, Evidence, & Innovation (SREI) department and will work closely with the Executive Assistant and various members of the wider team to operate efficiently and effectively in leading the World Vision Partnership’s humanitarian ministry in partnership with a wide group of diverse stakeholders, both internally and externally. The successful candidate must be a multitasker who can prioritize incoming requests, and work with initiative without requiring close supervision. The role requires analytical and communication skills to appropriately prioritize duties, engage and work collaboratively with the team in a proactive and positive style, and produce results on time with attention to detail. S/he will have administrative duties such as meeting coordination and scheduling, scheduling travel, and multi-person meeting coordination, and may be required to assist with special projects as required. S/he will be involved with a large range of contacts ranging from entry to high level and may be exposed to sensitive information requiring discretion, good judgment, and confidentiality. S/he will also coordinate/interface with other departments and WV offices. This position requires comfort and agility in working in a fast-paced work environment and the ability to well-represent the organization well.

MAIN RESPONSIBILITIES

Serving as a point of contact for the department of SREI, handling matters, relationships, and communications confidentially and professionally.

Support the operations of the SREI department by performing diverse administrative tasks including but not limited to:

Meeting Management

• Assist with overall coordination of meetings on behalf of SREI offices (eg. SREI Team and sub-team meetings).
• Global logistical planning (Procurement of venue, overnight accommodations, ground transportation, meeting participant registration, etc.).
• Attend & facilitate/ support virtual SREI weekly meetings and manage conversation topics for team Chill & Chat calls as well as management of team devotion schedule (eg. SREI monthly prayer, monthly chill & chat, monthly devotions, & monthly Town Hall meetings).

General Administrative Duties

• Provide support to SREI Team as may be needed (eg. Scheduling of larger group calls and calendar support as requested).
• Process purchase requests/ purchase orders via the internal Pro Vision system.
• Review SAs and code GLs through WVI SA database.
• Maintaining team Events Calendar (MS Teams).
• Creating/ maintaining team organizational charts.
• Special projects as assigned.
• Assist and act as back up to EA to Chief Strategy Realisation Officer (CSRO) and Partnership Leader- Strategy Realisation, Evidence & Innovation (PL- SREI) as needed to maintain seamless coverage and support.

Travel Management

• Assist with travel logistics, including transportation, lodging, itineraries, visas, passports, etc. for Chief Strategy Realisation Officer and Partnership Leader-SREI as requested by Executive Assistant to CSRO and PL- SREI.

KNOWLEDGE, SKILLS, AND EXPERIENCE

• Diploma in office management or similar field. A bachelor’s degree would be an advantage, not a requirement.
• Additional qualifications in secretarial or business management will be a plus
• Minimum of 3 years of experience working with senior executives.
• Has relevant EA experience ideally from a Global Organization.
• Proficient in Microsoft Office applications including, but not limited to MS Teams, Word, Excel, PowerPoint, and Outlook.
• Administrative experience, including coordination of executive meetings both face-to-face and virtually.
• Experience with cross-cultural teams and virtual team networking.
• Able to handle executive matters confidentially and with good judgment.
• Strong analytical skills and ability to synthesize complex and sensitive issues.
• Takes initiative with good judgment and decision-making to handle workflow.
• Excellent people skills; Excellent communication skills; Strong results orientation with process improvement approach; Flexibility with work hours and ability to adjust to rapidly changing priorities.

For positions filled in the United States, the typical salary range for this role is $35,000 USD to $ 44,000 USD. Ranges are based on various factors including the labor market, job type, job level, internal equity, and budget. Exact salary offers will be determined by factors such as the candidate's skills, qualifications, experience, and geographic location.

Applicant Types Accepted:

Local Applicants Only