The Program Coordinator is an anchor for the International Programs division, supporting a range of stakeholders and clients at Save the Children. This person is an administrative support professional who provides key assistance in the efficient functioning of the division and provides significant administrative support to the Vice President of International Programs and the Department of Program Quality and Impact. Working closely with the VP, the Program Coordinator is responsible for managing information within the division and disseminating it to other parts of the agency, for liaising with Office of the President, and for assisting with cross-functional work. The Program Coordinator interfaces with the IP Senior Management Team and key stakeholders on all key projects, programs, and initiatives. In collaborating with the Program Quality and Impact department this role does crucial cross-divisional work by supporting the management of a number of cross-divisional and agency-wide initiatives and projects.
Administrative Support to Vice President, International Programs (60%)
Acts as a cornerstone for the Office of the Vice President through quality and thorough administrative and operational support to the Vice President. Works closely with Chief of Staff on a range of divisional projects and processes.
- Provide administrative support to VP: Organize and maintain VP’s calendar; coordinate VP and divisional/departmental meetings and take minutes; make travel arrangements and file expense reports.
- Prep VP/IP for meetings, travel and visits by compiling input and briefing materials. Organize meetings and visits with external partners, SC member representatives, and CO staff.
- Facilitate communication and information sharing among IP Group, other departments, and SCI. Serve as SaveNet editor for division and Program Quality & Impact Department. Support IP reporting and update IP presentations. Maintain VP and PQI email groups and other information tools.
- Play key role in IP business continuity and emergency preparedness by maintaining contact lists/phone trees. Serve as HR liaison to post job openings and draft consulting agreements.
- Provide support to Chief of Staff for the International Programs annual planning process, annual and three year strategy work, division-wide communications and policy implementation, and other projects as needed.
Administrative Support to the Department of Program Quality & Impact (40%)
Manages day-to-day administrative tasks for PQI, ensuring strong communication, organization, planning, and coordination within the team. Specific duties will vary depending on the need but will include the following:
- Works with Associate Vice President of Program Quality & Impact on the coordination and execution of regular cross-divisional meetings, workshops, and events. This includes:
- Assisting with drafting presentations, documents, and reports;
- Coordinating meetings, writing and finalizing agendas, taking minutes, tracking action items;
- Organizing logistics for retreats, events, conferences, workshops and large meetings;
- Supports Knowledge Management and Continuous Improvement initiatives for PQI processes, procedures, systems, sites, and tools.
- Assists the Field Liaison with CEO travel planning, including:
- Clear and frequent communication with EA to CEO and Executive Travel Assistant;
- Coordinating travel briefings (program summaries, reports, talking points for high-level meetings, etc.);
- You have a minimum 2-3 years' experience in program coordination and/or executive support
- Experience supporting semi-complex tasks and projects
- High degree of professionalism
- Excellent verbal and written communication skills.
- Ability to manage multiple stakeholders and priorities while maintaining attention to detail
- Advanced Proficiency with MS Office
Preferred Qualifications
- You have 3+ years’ experience in area of expertise
- You are familiar with one of our subject areas (communications, monitoring & evaluation, global health, international development, etc.)
- Strong networking, teamwork, negotiation/conflict resolution and interpersonal/diplomatic skills with the ability to work on multiple projects with multiple stakeholders.
- 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 as well as language learning opportunities