Senior Administrative Support

Job Posting Organization:
The organization is the largest nonprofit dedicated to fighting poverty, disease, and inequity globally. Founded on the principle that all individuals, regardless of their identity or circumstances, should have the opportunity to lead healthy and productive lives, the organization emphasizes the importance of diversity among its employees to reflect the populations it serves. The organization offers an exceptional benefits package that includes comprehensive medical, dental, and vision coverage with no premiums, generous paid time off, paid family leave, retirement contributions funded by the foundation, regional holidays, and opportunities for employees to engage in various community initiatives. The workplace culture is committed to fostering an environment that supports both personal and professional growth for its employees.

Job Overview:
In this role, you will provide senior administrative and organizational support to leaders within the Gender Equality Division’s Family Planning team. Your responsibilities will include coordinating the planning and allocation of leaders' time, ensuring the effective delivery of day-to-day objectives, and managing various administrative initiatives and projects. You will be expected to have a broad understanding of the foundation's procedures, policies, and relevant systems to enhance team effectiveness. This position requires a proactive approach to managing complex calendars, facilitating communication with internal and external partners, and ensuring that all tasks and deliverables are met in a timely manner. You will also play a crucial role in maintaining team culture and effectiveness, participating actively in team meetings and events, and contributing to the overall success of the Family Planning team.

Duties and Responsibilities:
Your primary duties will include managing complex calendars for 4-6 principals, coordinating meetings across multiple time zones, and acting as a liaison with internal and external partners, including government officials and consultants. You will prioritize communications to ensure prompt responses to inquiries and maintain high-quality interactions with grantees and partners. Additionally, you will manage competing priorities through collaboration and transparency, coordinate daily workflows, and ensure that roles and responsibilities are clear. You will also handle logistics and planning for events, provide operational support such as knowledge management, and maintain organized virtual filing systems. Other responsibilities include managing records and data, working on special projects, and contributing to team culture and effectiveness initiatives. You will be expected to balance quality work with deadlines, respond positively to change, and encourage team unity through collaboration and information sharing.

Required Qualifications:
Candidates must have demonstrated experience in an administrative role within a complex and fast-paced organization. A proactive approach to identifying team needs and opportunities is essential, along with the ability to set priorities and meet deadlines while supporting multiple individuals. Experience in calendar management, travel arrangements, and event planning is required. Candidates should also have experience working within organizational systems to improve efficiency and adapt to changing environments. Excellent oral and written communication skills are necessary, as is proficiency in the MS Office Suite, including Outlook, SharePoint, Excel, PowerPoint, and Microsoft Teams. Additionally, candidates must be legally authorized to work in the United Kingdom without visa sponsorship.

Educational Background:
While the job description does not specify particular educational requirements, it is generally expected that candidates possess a relevant degree or equivalent experience in administrative support or a related field. A background that demonstrates strong organizational and communication skills would be advantageous.

Experience:
Candidates should have substantial experience in an administrative capacity, particularly in environments that are complex and fast-paced. This includes a proven track record of managing multiple priorities and supporting various individuals effectively. Experience in project management and the ability to adapt to changing circumstances are also important.

Languages:
The job does not specify mandatory languages, but proficiency in English is essential for effective communication within the organization and with external partners. Additional language skills may be beneficial but are not explicitly required.

Additional Notes:
This position is full-time and requires the ability to work legally in the United Kingdom without visa sponsorship. The organization emphasizes its commitment to diversity, equity, and inclusion in its hiring practices and workplace culture. All applicants will be subject to a background check as part of the hiring process. The organization also provides accommodations for candidates with disabilities during the application and recruitment process.