About the role
The Group Administrator plays a key role in providing comprehensive administrative and logistical support to multiple principals, including those in leadership positions, as aligned with the organization’s evolving staffing model.
The Assistant is responsible for managing complex calendars, scheduling a high volume of meetings across multiple time zones, and helping principals stay aligned with their most important priorities.
The Assistant also manages high-volume email tracking, processes expenses and reimbursements, and may coordinate domestic and international travel, including logistics for flights, accommodations, ground transportation, and visa and passport support.
In addition to supporting individuals, the Assistant may contribute to team operations by coordinating onboarding meetings for new hires, assisting with planning and logistics for team events and meetings, and helping to cultivate a positive and well-connected team culture.
Core Administrative Support
Provide comprehensive administrative support by managing high volumes of email, tracking priorities, handling expenses and reimbursements, and engaging in special projects as needed
Leverage technology, Artificial Intelligence (AI), automation and digital tools to streamline support, ensuring efficiency and accuracy
Approved but Not Universal
Support knowledge management as needed
Assist with maintaining the team SharePoint site and/or org charts
Calendar Management
Provide high-level scheduling and calendar support for multiple principals —including those in leadership — by coordinating complex, high-volume meetings across time zones, managing calendars, prioritizing tasks, and ensuring effective communication and conflict resolution
Continuous calendar(s) conflict management and meeting prioritization
Division/Team Support and Coordination
Support team effectiveness and culture by serving as a resource on business operations, participating in assistant meetings, and collaborating with leadership on team culture initiatives
Support new team members with onboarding meeting coordination
Division/Team Events and Logistics Management
Assist in planning and logistics for events and convenings, including internal/external meetings, retreats, team building events, field visits, presentations, domestic or international conferences, which may include coordinating arrangements and reimbursements for participants, handling venue and travel logistics, room set-up, and preparing and disseminating materials.
Support and coordinate for division/team in-country visits and associated onsite meetings
Support or provide project management, planning, coordination, and preparation for deliverables and workstreams
Support execution of large convenings (i.e., domestic or international partner/grantee meetings hosted by the foundation)
Travel, Visa and Passport Support
Provide travel and visa support to principals, which may include coordinating flights, lodging, ground transportation, and security, confirming meetings and venues, preparing travel materials, and managing visa/passport processes
Communication
Communicate effectively with principals to ensure clarity on questions, conflicts, and trade-offs related to calendar management, facilitating informed decision-making
Provide clear, timely, and audience-appropriate communications for all inquiries and requests, while maintaining consistent communication with internal and external partners
Demonstrate professionalism and use discretion with sensitive information
Ensure clear communication with principals to support informed calendar decisions and manage conflicts
Demonstrate professionalism and use discretion with sensitive information
Respond to inquiries with timely, appropriate communication, maintain coordination with internal and external partners
Leadership and PST RCO Visits:
Support the coordination of logistics for high-level delegations and field visits, such as booking meeting space, arranging transportation, and organizing food/beverages to ensure seamless execution to collaboration with internal and external partners, without support from internal services such as catering and event planning
Support the coordination of internal division/team/PST visits to regional offices, including meeting space, catering, transportation, security and field visit coordination.
Manage travel arrangements and support processing expense reports and reimbursements.
Collaborate with ministry and partner organizations to facilitate external engagements
Liaise with a broad range of internal stakeholders, support Program Strategy Teams during in-country engagements, and adapt quickly to changing schedules
What you will bring
A Bachelor’s degree or equivalent demonstrated experience
3-5 year experience in a senior administrative role, within a complex and fast-paced organization
Experience working with MS Office suite, especially Outlook, and including CoPilot, Chat GPT and other AI tools is strongly preferred
Experience setting priorities and meeting deadlines while balancing multiple competing priorities
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