Executive Administrator

With 75 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 33000 staff working in nearly 100 countries and share the joy of transforming vulnerable childrens life stories!

Key Responsibilities:

Positions location: World Vision International Executive Office United Kingdom. Romero House 55 Westminster Bridge Road London England (near Waterloo)

JOB PURPOSE

This role provides administrative support for the Office of the International President & CEO assisting with the smooth running of the department and the provision of support services to the team within the Presidents office.

Assisting the Executive Assistant with diary and occasional inbox management complex travel co-ordination meeting and event planning composing correspondence processing expenses and responding to enquiries from internal and external stakeholders. The role reports to the Presidents Executive Assistant and works closely with the Presidents Advisor and the International President.

This role will also provide administrative support to the Chief Administrative & Finance Officer (CAFO).

KEY RESPONSABILITIES

Assist with planning the Presidents travel.

• Research flight and train options aiming to maximise the use of time in each location. Book tickets coordinate logistical details including accommodation visas security safety and medical requirements (e.g. vaccinations).
• Assist the Presidents Advisor and EA in arranging the Presidents field trips. Ensure good relations are maintained with key stakeholders involved across the partnership and externally and cultural sensitivities of the host locations are respected.

Provide professional and confidential administrative support for the Office of the President.

• Keep up to date through regular catch-ups with the President and his EA to be able to support with scheduling and managing the Presidents calendar effectively.
• Prepare the Presidents monthly expenses on Concur and ensure they are submitted in a timely fashion.
• Purchase supplies process invoices liaise with procurement as required.
• Keep the WV Central page for the Executive Leadership Team (ExL) up to date and user-friendly.
• Provide holiday cover for the Presidents EA including managing the Presidents inbox and ensuring he is prepared with the necessary documents and information for upcoming meetings and travel.
• Provide project management support for internal and external meetings associated with the Office of the President and the WVI Board.

• Engage with those involved and participate in planning internal and external meetings and events.
• Liaise with meeting venues and participants as directed to ensure facilities meet requirements and are set up as needed.
• Provide logistical support before and during the meetings and attend when required.

Calendar management for the Chief Administrative and Finance Officer (CAFO)

• Manage CAFOs calendar ensuring it is up to date with all WVI-related Board meetings and events as well as external Board commitments.
• Schedule meetings and calls as requested regularly checking-in with CAFO to ensure calendar priorities are understood.
• Monitor and flag any meeting conflicts that arise and promptly suggest alternative solutions.
• Arrange travel as required.

CANDIDATE SKILSS AND EXPERIENCE:

• At least three years of experience supporting senior executives.
• Proven experience gained ideally within a large international organisation.
• Proficient in Microsoft Office applications including but not limited to MS Teams Word Excel and Outlook.
• Experience of travel management planning and booking flights accommodation and ground transportation arranging visas and ensuring smooth and efficient travel.
• Experience of working at a senior level with confidential information.
• Excellent written and verbal communication skills.
• Strong communication skills.
• Detail-Oriented
• Able to adapt to changing priorities and work effectively in a dynamic environment.

Language Requirements:

• Excellent speaking writing and listening skills in English.

Travel and/or Work Environment Requirement:

• Hybrid working.
• Occasional travel within the UK may be required to support meetings.

Applicant Types Accepted: