Group Administrator providing comprehensive administrative and logistical support to multiple principals, including complex calendar management across time zones, email tracking, expenses, travel and visa coordination and team event logistics, requiring a bachelor’s degree or equivalent experience, 3-5 years in a senior administrative role and proficiency in MS Office, CoPilot and AI tools, in a corporate real estate environment, on-site role.
About the role
- The
Group Administrator plays a key role in providing comprehensive
administrative and logistical support to multiple principals, including
those in leadership positions, as aligned with the organization’s evolving
staffing model.
- The
Assistant is responsible for managing complex calendars, scheduling a high
volume of meetings across multiple time zones, and helping principals stay
aligned with their most important priorities.
- The
Assistant also manages high-volume email tracking, processes expenses and
reimbursements, and may coordinate domestic and international travel,
including logistics for flights, accommodations, ground transportation,
and visa and passport support.
- In
addition to supporting individuals, the Assistant may contribute to team
operations by coordinating onboarding meetings for new hires, assisting
with planning and logistics for team events and meetings, and helping to
cultivate a positive and well-connected team culture.
Key Responsibilities
Core
Administrative Support
- Provide
comprehensive administrative support by managing high volumes of email,
tracking priorities, handling expenses and reimbursements, and engaging in
special projects as needed
- Leverage
technology, Artificial Intelligence (AI), automation and digital tools to
streamline support, ensuring efficiency and accuracy
- Approved
but Not Universal
- Support
knowledge management as needed
- Assist
with maintaining the team SharePoint site and/or org charts
Calendar
Management
- Provide
high-level scheduling and calendar support for multiple principals
—including those in leadership — by coordinating complex, high-volume
meetings across time zones, managing calendars, prioritizing tasks, and
ensuring effective communication and conflict resolution
- Continuous
calendar(s) conflict management and meeting prioritization
Division/Team
Support and Coordination
- Support
team effectiveness and culture by serving as a resource on business
operations, participating in assistant meetings, and collaborating with
leadership on team culture initiatives
- Support
new team members with onboarding meeting coordination
Division/Team
Events and Logistics Management
- Assist
in planning and logistics for events and convenings, including
internal/external meetings, retreats, team building events, field visits,
presentations, domestic or international conferences, which may include
coordinating arrangements and reimbursements for participants, handling
venue and travel logistics, room set-up, and preparing and disseminating
materials.
- Support
and coordinate for division/team in-country visits and associated onsite
meetings
- Support
or provide project management, planning, coordination, and preparation for
deliverables and workstreams
- Support
execution of large convenings (i.e., domestic or international
partner/grantee meetings hosted by the foundation)
Travel,
Visa and Passport Support
- Provide
travel and visa support to principals, which may include coordinating
flights, lodging, ground transportation, and security, confirming meetings
and venues, preparing travel materials, and managing visa/passport
processes
Communication
- Communicate
effectively with principals to ensure clarity on questions, conflicts, and
trade-offs related to calendar management, facilitating informed
decision-making
- Provide
clear, timely, and audience-appropriate communications for all inquiries
and requests, while maintaining consistent communication with internal and
external partners
- Demonstrate
professionalism and use discretion with sensitive information
- Ensure
clear communication with principals to support informed calendar decisions
and manage conflicts
- Demonstrate
professionalism and use discretion with sensitive information
- Respond
to inquiries with timely, appropriate communication, maintain coordination
with internal and external partners
Leadership
and PST RCO Visits:
- Support
the coordination of logistics for high-level delegations and field visits,
such as booking meeting space, arranging transportation, and organizing
food/beverages to ensure seamless execution to collaboration with internal
and external partners, without support from internal services such as
catering and event planning
- Support
the coordination of internal division/team/PST visits to regional offices,
including meeting space, catering, transportation, security and field
visit coordination.
- Manage
travel arrangements and support processing expense reports and
reimbursements.
- Collaborate
with ministry and partner organizations to facilitate external engagements
- Liaise
with a broad range of internal stakeholders, support Program Strategy
Teams during in-country engagements, and adapt quickly to changing
schedules
What you will bring
- A
Bachelor’s degree or equivalent demonstrated experience
- 3-5
year experience in a senior administrative role, within a complex and
fast-paced organization
- Experience
working with MS Office suite, especially Outlook, and including CoPilot,
Chat GPT and other AI tools is strongly preferred
- Experience
setting priorities and meeting deadlines while balancing multiple
competing priorities
