The Senior Executive Assistant provides a wide variety of professional support to the Senior Vice President (SVP) and Vice President (VP) of U.S. Programs & Advocacy (USPA), including preparing travel arrangements and expense reports, managing schedule and correspondence and ensuring preparation for and timely follow up after meetings and events. The Executive Assistant also works with the SVP and VP to organize Senior Management Team (SMT) and Expanded Senior Management Team (ESMT) meetings and provides other administrative support as requested.
The Senior Executive Assistant is entrusted with high-level, confidential information and is required to maintain the highest standard of confidentiality. Additionally, the Executive Assistant is expected to demonstrate Save the Children’s core values of Accountability, Ambition, Collaboration, Creativity, and Integrity to internal and external stakeholders.
What You’ll Be Doing (Essential Duties)
- Accountable for day-to-day decisions around execution of job, and for setting clear objectives and measures for self
- Exercise independent judgment and discretion on significant matters related to functional area
- Require little or no supervision on routine work assignments, but may require supervision to review work progress and results on non-routine work assignments
- General regulations exist, but incumbent must interpret the regulations
Specific duties include:
- Provide administrative support to the SVP and VP. (75%)
- Manage calendars and logistics for internal and external meetings. Respond appropriately to rapidly changing priorities.
- Ensure that SVP and VP respond to correspondence in a timely manner. Draft replies and send on SVP and VP’s behalf as requested.
- Anticipate and respond to needs relative to meetings and events; ensure SVP and VP are fully prepared, with briefings, presentations and other materials received well in advance.
- Prepare travel arrangements and expense reports.
- Support USPA SMT, ESMT and Town Hall meetings. (10%)
- Work with VP and Director of Planning & Knowledge Management to set and distribute agendas and other materials for USPA SMT and ESMT meetings and retreats. Prepare minutes, capture action items and ensure prompt follow up.
- Support Town Hall meeting setup in the DC office, making sure there is adequate space and seating, and all A/V tech is working properly.
- Work with Director of Planning & Knowledge Management to circulate minutes, recordings and/or other materials from SMT, ESMT, and Town Hall meetings, to USPA staff on a monthly basis.
- Ensure Office of the SVP/VP is run efficiently and effectively. (10%)
- Coordinate all information, documentation and invoices for contracts, consultants, and agreements. Ensure procurement and other policies are followed at all times.
- Serve as budget holder assistant and provide other budget support as requested.
- Manage SVP/VP contact lists and confirm accurate record-keeping for external relationships and interactions.
- Provide support for special projects and events and other divisional needs. (5%)
- Provide assistance with logistic management and procurement needs for onsite meetings and off-site events, VIP field visits, conferences and retreats as requested.
- Assist SVP, VP and Director of Planning & Knowledge in preparing annual presentations to Save the Children’s board of trustees, Program Quality & Impact Committee, and other internal and external stakeholder groups as needed.
- You have a minimum of 3 to 5 years of experience as an executive-level administrative assistant
- High School diploma or equivalent relevant experience
- Highly proficient in all Microsoft applications (Word, Outlook, PowerPoint, Excel.)
- Strong organizational and coordination skills; attention to detail a must
- Excellent interpersonal and communication skills (written and verbal) and team player
- Ability to handle multiple tasks simultaneously, prioritize, and work independently
- Proven ability to handle extremely sensitive, confidential information
- Knowledge of additional office skills (video conferencing, live meeting set-up, travel, etc.)
- Project management for special projects, initiative to learn and quickly become proficient with new systems, policies, and processes
What’s In It for You
- Aetna Medical and Dental insurance with a concierge service
- Health Care and Dependent Care Flexible Spending Account
- Vision Insurance
- Life insurance
- Employee Assistance Program
- Commuter Benefit Program
- Vacation and Sick leave
- Paid holidays
What makes us special!
- Generous Retirement Savings with matching company contributions of up to 8%
- Family Leave – 10 additional days of paid time off for you to use to care for your family members
- Additional Maternity and Paternity Leave – 30 days where parents can take additional paid leave (beyond short-term disability and FMLA) at the birth or adoption of a child during that critical first year!
- Critical Child Illness Leave – We hope you never have to use it, but we will provide an additional 30 days of paid leave per year should your dependent child be faced with a critical illness.
- Pet Insurance, Critical Illness Insurance, Identity Protection, Home, Auto and additional Life insurances
- Summer Fun Fridays – During the summer months, early release at 1:30 pm every other Friday!
- Volunteer Day – One paid day a year to support the causes that matter to you!
- Ergonomic Options – Every employee at our HQ offices has the option of a sitting/standing desk
- Leadership and Employee Development Training, including:
- Our remarkable in-house CORE, Senior Management Development, and Leadership Development Programs
- Language learning opportunities
- Continuous Improvement skill development programs
- Lunch and Learn information sharing sessions
- Work hard/Play hard! We make sure there’s ample opportunity for fun, engagement, and celebration while you work, such as networking events, March Madness, World Cup, Dodgeball Tournaments, Take Your Child to Work Day, Founder’s Day, and our annual Day of Service
Save the Children believes every child deserves a future. In the United States and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children – every day and in times of crisis – transforming their lives and the future we share.
Save the Children is committed to conducting its programs and operations in a manner that is safe for the children it serves and helping protect the children with whom Save the Children is in contact. All Save the Children representatives are explicitly prohibited from engaging in any activity that may result in any kind of child abuse. In addition, it is Save the Children’s policy to create and proactively maintain an environment that aims to prevent and deter any actions and omissions, whether deliberate or inadvertent, that place children at the risk of any kind of child abuse. All our representatives are expected to conduct themselves in a manner consistent with this commitment and obligation. Any violations of this policy will be treated as a serious issue.
We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, gender identity or expression, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Save the Children complies with all applicable laws.