Executive Assistant to the Chief Programme Delivery and Impact Officer

This role provides high-level support to the Chief Programme Delivery and Impact Officer (CPDIO), managing complex schedules, communications, and administrative processes to ensure the effective functioning of the CPDIO's office and the wider Programme Delivery & Impact (PD&I) team.

Principal Accountabilities

Core Executive Assistant Responsibilities (Priority)

• Diary and Meeting Management: Manage complex diary schedules and organise meetings, ensuring all logistics are coordinated and preparation materials are available in advance.
• Travel Coordination: Plan and arrange comprehensive travel itineraries, including ticketing, accommodation, travel documents (including visas), and necessary currencies.
• Inbox Management: Review and manage the CPDIO's inbox, responding to or flagging emails as appropriate, and maintaining a well-organised email filing system.
• Discretion and Confidentiality: Handle sensitive and confidential information with professionalism, sound judgement, and discretion at all times.
• Action Tracking: Track actions and follow-ups arising from meetings, correspondence, and key engagements, supporting timely progress and accountability.
• Planning and Prioritisation: Anticipate priorities and administrative needs by identifying upcoming requirements, potential issues, and opportunities to support effective planning.
• Financial Administration: Prepare and submit expense reimbursement requests; review expense reimbursement requests sent for the CPDIO’s approval to ensure policy compliance. Process invoices for procurements paid directly from the CPDIO budget.
• Team Support: Provide occasional administrative support to Senior Directors, especially when they act as Officer-in-Charge. Maintain and update departmental mailing lists and contact lists.
• Internal Communication: Manage and efficiently direct ad hoc queries and questions submitted via internal employee channels.

Additional Team Support Responsibilities

• Organise and manage departmental and leadership meetings, including preparing agendas and pre-reads.
• Coordinate the Global Programme Directors' monthly meeting.
• Maintain the PD&I team’s gratitude and recognition process.
• Schedule and manage the fortnightly PD&I Connect sessions independently.
• Manage the monthly Horizon newsletter.
• Provide ad hoc administrative support to specific projects under the CPDIO's direct responsibility.

Experience and Skills

• Diary Management: Significant experience managing complex schedules across multiple time zones.
• Travel Planning: Demonstrated ability to plan comprehensive travel itineraries across multiple regions.
• Event Organisation: Competence in preparing agendas, collating pre-reads, and managing departmental meetings.
• Communication: Exceptional written and verbal communication skills, exercising sensitivity and judgment.
• Digital Confidence: Microsoft 365 proficiency; comfortable across a range of digital collaboration platforms and curiosity regarding AI tools for productivity.
• Problem Solving: Ability to anticipate issues and troubleshoot independently.
• Document Preparation: Skilled in drafting, editing, and proof-reading professional documents, including Board and Senior Leadership Team (SLT) papers.

Education and Qualifications

• Academic Qualification: BA/BSc/HND degree.
• Technical Proficiency: Comfortable with learning to use and navigate standard ERP system tools (financial management, procurement, travel booking, and IT ticketing systems).

How to Apply

Interested and qualified candidates should submit their application through the Save the Children international career portal at www.savethechildren.net.