PURPOSE OF POSITION:

The Administrator will provide quality and timely day-to-day administrative support to ensure smooth team operations and to enable the Senior Directors Communications and Public Engagement (CPE) and leadership team to thrive in their roles. The candidate will bring a strong understanding of processes and systems and desire to increase efficiency and impact.  Coordinating team meetings, facilitating travel and events, overseeing knowledge management and providing clear and compelling communications will help create a well-connected and vibrant CPE team. 

KEY RESPONSIBILITIES:

Day-to-day administration

• Proactive support of essential admin duties


• Diary management of busy team in complex global environment


• Expense reconciliation


• Budget coordination


• Supporting wider Global Marketing and Communications activities


• Support recruiting and onboarding new starters

Managing international travel and events

• Supporting leaders with travel booking and arrangements


• Organising and logistics for national and international meetings and events

Meeting management

• Scheduling of regular and ad-hoc team and external meetings


• Arranging agendas, pre-reads and presentations


• Notes and actions taken and effectively communicated

Culture Building

• Providing warm and respectful communications to diverse stakeholders


• Enabling a team learning culture by efficient knowledge management


• Informing staff through helpful, relevant and interesting communications


• Connecting individual staff members in multiple countries with fun team updates and celebrations

KNOWLEDGE, SKILLS & ABILITIES:

• At least 3 years of experience as a team administrator 


• Highly responsive, accurate and diligent in responding to requests and regular tasks 


• Proactive and motivated to serve with a strong sense of customer service


• Comfortable managing complex schedules and competing priorities within a dynamic environment


• Communicates in a concise way while providing enough information to facilitate decision making


• Thrives in a virtual working environment, and flexibility to work outside of core hours when needed


• Builds strong relationships with relevant counterparts across the WV Partnership

Preferred Knowledge and Qualifications

• Computer literacy with intermediate PC and administration skills


• Excellent working knowledge of expense management systems, travel booking platforms, Microsoft Word, Excel, Powerpoint