Website Save the Children
The Save the Children Fund, commonly known as Save the Children, is an international non-governmental organization that promotes children's rights, provides relief and helps support children in developing countries
Principal Accountabilities
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
Experience and Skills
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.
Education and Qualifications
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.)
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