SAVE THE CHILDREN

INTERNATIONAL PROGRAMS

ROLE PROFILE

TITLE: Executive Assistant to the Chief Operating Officer and Global Strategy Director
TEAM/PROGRAMME: COO / LOCATION: London
GRADE: / CONTRACT LENGTH:
CHILD SAFEGUARDING:
Level 2 – a CRB check (standard level) or equivalent overseas police check will be required as your position may have access to sensitive data
ROLE PURPOSE:
To develop and provide a proactive and comprehensive administration, information and support service to the Chief Operating Officer (COO) and the Director of Global Strategy, providing structure and organisation to the office of the COO.
SCOPE OF ROLE:
Reports to: COO
Staff reporting to this post: none
Budget Responsibilities:
Role Dimensions: Experience managing multi-stakeholder relationships in complex, global organisation. Daily liaison with colleagues, member organisations, external stakeholders, the SCI Senior leadership team and the International Programmes team, including 5 Regional directors, 17 member programme directors and their offices. This role will entail working in a truly international domain with team members from diverse nationalities across different locations, time-zones and continents.
KEY AREAS OF ACCOUNTABILITY
·  Work closely with COO and Director of Global Strategy to plan and anticipate their requirements in all matters related to immediate and long-term schedules.
o  This will require a good knowledge of events and meetings, and key personnel involved both internally, cross-movement and externally.
o  Proactive diary management, plan/arrange all itinerary, travel, accommodation, briefings
o  Act as gatekeeper; receive and screen all incoming telephone calls and mails
·  Coordinate and monitor office meetings and budget
o  Manage meeting the logistics, preparation and follow-up for certain meetings initiated by COO or Global Strategy Director
o  Manage and track office spending. Including travel expenses. Liaise with finance contact to manage/address irregularities/overspend and bring these to COO and/or Director’s attention.
o  Plan, schedule and arrange new joiner inductions, if needed
·  Proactively gain an understanding of key issues and act where appropriate
o  Propose/initiate next steps where appropriate
o  Undertake project work to help deliver on business objectives and carry out research for the COO as requested
o  Work together with peer executive assistants and others as appropriate across the organisation to tackle challenges many/most departments are facing
·  Carry out any other duties either in addition to or instead of those outlined above which may reasonably be required from time to time.
·  Provide a degree of flexibility in out-of-hours support as and when required
BEHAVIOURS (Values in Practice)
Accountability:
·  Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
·  Holds others accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
·  Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
·  Self-confidence to manage relationships and deliverables with senior stakeholders
·  Future orientated, thinks strategically and on a global scale.
Collaboration:
·  Builds and maintains effective relationships, with their team and other colleagues
·  Values diversity, sees it as a source of competitive strength
·  Approachable, good listener, easy to talk to
Creativity:
·  Develops and encourages new and innovative solutions
·  Willing to take disciplined risks.
Integrity:
·  Honest, encourages openness and transparency; demonstrates highest levels of integrity
QUALIFICATIONS
·  PA/EA Experience plus relevant Microsoft office packages
·  Degree level education preferable.
EXPERIENCE AND SKILLS
Essential
·  Experience in a similar role, preferably in an international environment
·  Experience of dealing with complex diary and international travel arrangements
·  Strong planning, coordination and time management skills. Proven ability to plan ahead and anticipate requirements and obstacles; to juggle competing priorities successfully
·  Sound judgement, and an ability to effectively prioritise multiple tasks in a constantly changing environment
·  Understands the need for confidentiality when dealing with sensitive information and correspondence
·  Experience of managing/coordinating projects
·  Able to adopt a pro-active approach to problem solving and use initiative to provide solutions
·  Excellent interpersonal skills; ability to liaise and communicate effectively with a broad range of people at all levels, across different cultures and to act with credibility, discretion, tact and diplomacy
·  Strong written and oral communication skills, fluent in English, with an eye for detail
·  Able to maintain a calm disposition and positive outlook particularly when working under pressure
·  Sound knowledge of office practices, procedures and administrative systems
·  Experience planning or organizing meetings
·  Competent in use of Microsoft Office including Word, Excel, PowerPoint and Outlook
·  Self- motivated and ability to work autonomously
·  Highly professional and trustworthy
·  Commitment to the mission, vision and values of Save the Children
Equal Opportunities
The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Health and Safety
The post holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
Additional job responsibilities
The job duties and responsibilities as set out above are not exhaustive and the Post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Updated by: Janti Soeripto / Date: December 2016