Save the Children
Specialist, Executive Travel and Administration (Administrative)
Summary
This role is responsible for the Office of the President Travel management for the CEO and COO, as well as to other senior leaders of the Agency. The individual will serve as the subject matter expert on all issues related to international and domestic travel and will maintain all files related to travel for the CEO, COO, and VIP Board travelers. This role will also serve as a member of the administrative team within the Office of the President to provide best in class service.
What You'll Be Doing (Essential Duties)
• Exercise independent judgment and discretion on significant matters related to functional area
• Requires 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. The "what" and "how" are provided, but must always interpret the "how"
Travel management for CEO/COO– 75%
• Administer all aspects of CEO/COO's travel and logistics, including the facilitation, coordination, and compliance details of travel; ensure compliance with SCUS polices and Duty of Care emphasizing safety and cost efficiency
• Determine visa and immunization requirements on a timely basis; obtain necessary visas in advance of travel
• Create and develop travel itineraries; present options based individual preferences; liaise with strategic partners to ensure travel meets agenda requirements; arrange ground transportation and hotels; maintain traveler profiles to ensure frequent flyer, membership loyalty, Global Entry and any other ‘priority' status issues are maintained; maintain files related to each trip
Administrative Scheduling support for COO - 20% Performance review support/other duties - 30%
• Function as a member of the Office of the President's administrative team to provide best in class service on all manners of administrative support
• Assist CEO/COO in management of mid-year and year-end performance
appraisals
• Perform other duties as may be assigned by the Director/Corporate Secretary, such as expense report submissions, monthly Divisional meeting coordination, supply ordering, general file maintenance, and providing administrative support to the Gender Equality & Girls Empowerment, ADI/Strategy and Innovation teams and Advisors to the President (former VPs, SCI Secondees).
Required Qualifications
• You have a minimum 3-5 years' experience in area of expertise
• High School or Technical/Vocational Degree
• Professional level of specialized knowledge to manage complex tasks, programs or projects
• Good interpersonal and communication skills
• Understanding of international travel requirements and visa application procedures and knowledge of/ability to become familiar with Save the Children's domestic and international travel policies/procedures and online booking tool.
• Extremely proficient with computers, databases and various management applications
• Strong organizational skills, to include good record keeping, and tremendous degree of accuracy and attention to detail; excellent problem solver
• Highly professional phone skills, interpersonal skills and communication skills; ability to work with senior level leaders
• Ability to work independently and multi-task
• Must be available after hours and on weekends as required
• Ability to be proactive and anticipatory of needs
What's In It for You
• Meaningful work, with a knowledge that you are changing the lives of children all around the world
• A family friendly work environment
• Highly collaborative and innovative teams
• Generous paid vacation days, holidays, family leave days, and sick time
• Healthcare plans including medical, dental, and life insurance
• Retirement savings account with matching company contributions
• Structured and formalized management development and coaching programs for mid and senior level managers
• Extensive e-learning opportunities on a variety of topics offered through our affiliation with several prestigious universities and with the American Management Association, as well as language learning opportunities
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.