Executive Assistant, Business Operations & Shared Services (S3)

Save the Children For over 100 years, Save the Children has been fighting for the rights of children. The right to a healthy start in life. To have access to education. To be in a safe environment, protected from harm. We work in some of the world's hardest-to-reach places - over 100 countries, including the U.S. No matter what your role is, when you join Save the Children, you're creating positive, irreversible change for children, and the future we all share. The Role As the Senior Administrator, Business Operations and Shared Services, you'll play an essential role in providing high-impact administrative and operational support across the Business Operations and Shared Services division which includes the following functions: Human Resources, Business Technology Solutions, Project Management Office, Internal Audit, Building Services, Global Safety & Security and Strategic Sourcing & Procurement. You will provide high-level, confidential and independent administrative and operational support to the Chief Administrative Officer and Chief Technology Officer to ensure seamless calendar and travel logistics, drive operational excellence across the division, and contribute to priority initiatives as business needs evolve. You will work as a centralized support system for various departments across the team, providing administrative surge support where needed. You will serve as a key coordinating role for the team and will contribute to building processes, tools and ways of working for a large team. Location Hybrid - Washington DC office location What You'll Be Doing (Essential Duties) Executive & Administrative Support Provide advanced, executive-level administrative and operational support to the Chief Administrative Officer and Chief Technology Officer requiring independent judgment and discretion. Proactively manage complex, high-volume calendars for the Chief Administrative Officer and Chief Technology Officer, anticipating conflicts and resolving issues independently. Coordinate executive-level meetings, including agenda management, pre-reads, technology setup, minutes or action tracking, and follow-up as appropriate. Manage end-to-end executive travel logistics, including itineraries, approvals, real-time adjustments, and coordination with internal and external stakeholders. Process and reconcile expense reports and corporate credit card activity with accuracy, timeliness, and adherence to policy. Manage purchase orders, invoices, and vendor payments for executive offices, escalating issues as appropriate. Coordinate and support virtual and in-person meetings and events for the Business Operations team as well as the agency Senior Leadership Team, including logistics, space planning, catering, materials, and day-of execution to ensure a seamless experience for participants. Operational Support Maintain shared folders, trackers, templates, and calendars for the Business Operations and Shared Services Team. Draft and distribute division-wide communications such as newsletters, reports, and intranet updates; support knowledge management initiatives; and ensure timely follow-up on routine tasks. Serve as administrator of the agency's policy library, coordinating with policy owners to manage updates and revisions. Serve as Contract Repository Administrator and Timesheet Coordinator for Business Operations & Shared Services. Manage operational processes including but not limited to credit card reconciliation, new employee onboarding, invoice processing, technology governance and budget tracking. Partner across the division to support the planning and execution of events designed to foster employee connection and engagement. Identify opportunities to improve administrative and operational processes; recommend and implement solutions to increase efficiency and consistency. Project Management Responsibilities Provide coordination and administrative support for ad hoc cross-functional projects which may include event planning, PowerPoint presentations, process documentation, data tracking or change management initiatives. Assist in developing project documentation such as workplans, trackers, and status reports. Facilitate collaboration between teams by scheduling project meetings, consolidating inputs, and preparing materials for leadership updates. Monitor progress, flag risks or delays, and ensure appropriate follow-up with responsible parties to keep projects on track. Required qualifications for the role Minimum of a High School Diploma or equivalent, plus at least 2 years of relevant experience Demonstrated experience providing high-level support to senior leaders, preferably within technology, human resources or operations spaces. Proven ability to maintain strict confidentiality and exercise sound judgment in sensitive situations Strong organizational, time-management, and prioritization skills with the ability to manage competing demands independently Strong interpersonal skills and attention to detail High level of customer service orientation and collaborative working style Demonstrated project coordination, communication, and collaboration skills Professional proficiency in MS Office suite (Excel, Word, PowerPoint, Outlook) Experience with Microsoft Teams, JIRA, SharePoint, or other project collaboration tools Professional proficiency in spoken and written English Compensation Save the Children is offering the following salary ranges for this position, dependent on candidate location: Geo 1 - NY Metro, DC, and other locations with labor costs significantly above national average: Target Salary for this position is $55,250 - $61,750 base salary Geo 2 - Locations around the US National Labor Cost Average: Target Salary for this position is $50,150 - $56,050 base salary Geo 3 - Locations significantly below the US National Labor Cost Average: Target Salary for this position is $45,050 - $50,350 base salary The salary ranges listed above are for US based candidates. For candidates located outside of the US, salary ranges will be based on the salary scales of the local employer of record. Actual base salary may vary based on, but not limited to, relevant experience, base salary of internal peers, business sector, and geographic location (more information on job structure is available here). About Us Flexible schedules and time off: Flexible schedules, generous PTO, 11 paid holidays plus 2 floating holidays and hybrid working opportunities Health: Competitive health care, dental and vision coverage for you and your family Family: A variety of paid leaves: caregiver, parental/adoption, critical child illness and fertility benefits Employee Rewards Program: Annual merit increases and/or additional incentives for eligible employees Retirement: A retirement savings plan with employer contributions (after one year) Wellness: 15 safety and wellness days annually (if hired on or after July 1, safety and wellness days prorated to 8 days), mental health benefits and support through Calm and company-hosted events Employee Assistance Program: free and confidential assessments, short-term counseling, referrals, and follow-up services Learning & Growth: Access to internal and external learning & development opportunities and mentorships Click here to learn more about how Save the Children US will invest in you. Safety & Compliance 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 we are in contact. All Save the Children representatives are explicitly prohibited from engaging in any activity that may result in any kind of child abuse. Save the Children is committed to minimizing safety and security risks for our valued employees, ensuring all are given training, support and information to reduce their risk exposure while maximizing the impact of our programs for children and families. Our shared duty, both agency and individual, is to seek and maintain safe working conditions for all. Legal Notice If you require disability assistance with the application or recruitment process, please submit a request to View email address on click.appcast.io. Equal Opportunity Employer / Protected Veterans / Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. Know Your Rights notice from the Department of Labor. #J-18808-Ljbffr