The Save the Children Fund, commonly known as Save the Children, is an international non-governmental organization that promotes children's rights, provides relief and helps support children in developing countries

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Executive Assistant to the Chief Programme Delivery and Impact Officer

Job Type

Full Time

Qualification

BA/BSc/HND

Experience

Location

Nairobi

Job Field

Administration / Facilities

Principal Accountabilities

Core executive assistant responsibilities (priority):

• Manage complex diary schedules and organise meetings, ensuring all logistics are coordinated and preparation materials are available in advance.
• Plan and arrange comprehensive travel itineraries, including ticketing, accommodation, travel documents (incl. visas) and necessary currencies.
• Review and manage the CPDIO's inbox, responding to or flagging emails as appropriate, and maintaining a well-organised email filing system
• Handle sensitive and confidential information with professionalism, sound judgement, and discretion at all times
• Track actions and follow-ups arising from meetings, correspondence, and key engagements, supporting timely progress and accountability where required.
• Anticipate priorities and administrative needs by identifying upcoming requirements, potential issues, and opportunities to support effective planning and decision-making
• Prepare and submit expense reimbursement requests for the CPDIO in the financial management system in accordance with organisational policy; and review expense reimbursement requests sent for the CPDIO’s approval to ensure they are in line with policy before requesting final approval
• Process invoices for procurements paid directly from the CPDIO budget, always ensuring compliance with procurement policy
• Maintain and update departmental mailing lists and contact lists in coordination with regional teams and global team coordinators
• Provide occasional administrative support to the Senior Directors, especially when they are acting as Officer-in-Charge for the CPDIO
• Ensure effective collaboration with peer EAs, including mutual support and efficient coordination of joint meetings
• Manage and efficiently direct ad hoc queries; and manage questions submitted via internal employee channels

Additional team support responsibilities:

• Organise and manage departmental and leadership meetings, preparing agendas, pre-reads, and ensuring all relevant updates and feedback are incorporated. Includes the coordination of the Global Programme Directors monthly meeting
• Maintain the PD&I team’s gratitude & recognition process and ensure recognitions are shared with intended recipients
• Schedule and manage independently the fortnightly PD&I Connect sessions
• Manage the monthly Horizon newsletter
• Ad hoc administrative support to projects the CPDIO is directly responsible for

Experience and Skills

Essential

• Significant Experience in Diary Management: Proven track record of managing complex schedules and organising meetings at various levels of an organisation and across multiple time zones
• Proficient Experience in Travel Planning: Demonstrated ability to plan and arrange comprehensive travel itineraries across multiple regions
• Experience in Organising Meetings and Events: Competence in preparing agendas, collating pre reads, and incorporating relevant updates and feedback for departmental and leadership meetings
• Experience in Inbox Management: Ability to review, manage, and maintain a high-volume email inbox, flagging and responding to emails as appropriate
• Exceptional Organisational Skills: Ability to prioritise tasks effectively, manage multiple activities simultaneously, and ensure all logistics are coordinated seamlessly
• Strong Communication & Interpersonal Skills: Exceptional written and verbal communication skills, always exercising sensitivity, judgment and discretion. Approachable, a good listener, and able to build and maintain relationships with team members, partners, and other stakeholders
• Attention to Detail: Critical for maintaining departmental records, organising meetings, managing complex travel itineraries, and drafting, proofreading and editing documents
• Problem-Solving Abilities: Ability to anticipate issues, troubleshoot problems independently, and offer creative solutions
• Considerable Experience in Document Preparation: Skilled in drafting, editing, and proof-reading a variety of professional documents, including Board and SLT papers
• Digital Confidence: Microsoft 365 proficiency; comfortable across a range of digital and collaboration platforms; proactively adopts emerging tools and brings genuine AI curiosity to improving efficiency and productivity.

Education and Qualifications

Essential

• Comfortable with learning to use and navigate standard ERP system tools (financial management system, procurement system, online travel booking system, IT ticketing system etc.)

• Manage complex diary schedules and organise meetings, ensuring all logistics are coordinated and preparation materials are available in advance.
• Plan and arrange comprehensive travel itineraries, including ticketing, accommodation, travel documents (incl. visas) and necessary currencies.
• Review and manage the CPDIO's inbox, responding to or flagging emails as appropriate, and maintaining a well-organised email filing system
• Handle sensitive and confidential information with professionalism, sound judgement, and discretion at all times
• Track actions and follow-ups arising from meetings, correspondence, and key engagements, supporting timely progress and accountability where required.
• Anticipate priorities and administrative needs by identifying upcoming requirements, potential issues, and opportunities to support effective planning and decision-making
• Prepare and submit expense reimbursement requests for the CPDIO in the financial management system in accordance with organisational policy; and review expense reimbursement requests sent for the CPDIO’s approval to ensure they are in line with policy before requesting final approval
• Process invoices for procurements paid directly from the CPDIO budget, always ensuring compliance with procurement policy
• Maintain and update departmental mailing lists and contact lists in coordination with regional teams and global team coordinators
• Provide occasional administrative support to the Senior Directors, especially when they are acting as Officer-in-Charge for the CPDIO
• Ensure effective collaboration with peer EAs, including mutual support and efficient coordination of joint meetings
• Manage and efficiently direct ad hoc queries; and manage questions submitted via internal employee channels
• Organise and manage departmental and leadership meetings, preparing agendas, pre-reads, and ensuring all relevant updates and feedback are incorporated. Includes the coordination of the Global Programme Directors monthly meeting
• Maintain the PD&I team’s gratitude & recognition process and ensure recognitions are shared with intended recipients
• Schedule and manage independently the fortnightly PD&I Connect sessions
• Manage the monthly Horizon newsletter
• Ad hoc administrative support to projects the CPDIO is directly responsible for

• Significant Experience in Diary Management: Proven track record of managing complex schedules and organising meetings at various levels of an organisation and across multiple time zones
• Proficient Experience in Travel Planning: Demonstrated ability to plan and arrange comprehensive travel itineraries across multiple regions
• Experience in Organising Meetings and Events: Competence in preparing agendas, collating pre reads, and incorporating relevant updates and feedback for departmental and leadership meetings
• Experience in Inbox Management: Ability to review, manage, and maintain a high-volume email inbox, flagging and responding to emails as appropriate
• Exceptional Organisational Skills: Ability to prioritise tasks effectively, manage multiple activities simultaneously, and ensure all logistics are coordinated seamlessly
• Strong Communication & Interpersonal Skills: Exceptional written and verbal communication skills, always exercising sensitivity, judgment and discretion. Approachable, a good listener, and able to build and maintain relationships with team members, partners, and other stakeholders
• Attention to Detail: Critical for maintaining departmental records, organising meetings, managing complex travel itineraries, and drafting, proofreading and editing documents
• Problem-Solving Abilities: Ability to anticipate issues, troubleshoot problems independently, and offer creative solutions
• Considerable Experience in Document Preparation: Skilled in drafting, editing, and proof-reading a variety of professional documents, including Board and SLT papers
• Digital Confidence: Microsoft 365 proficiency; comfortable across a range of digital and collaboration platforms; proactively adopts emerging tools and brings genuine AI curiosity to improving efficiency and productivity.

• Comfortable with learning to use and navigate standard ERP system tools (financial management system, procurement system, online travel booking system, IT ticketing system etc.)