Senior Administrator, Business Operations & Shared Services (S3)

Save the Children

For over 100 years, Save the Children has been fighting for the rights of children. The right to a healthy start in life. To have access to education. To be in a safe environment, protected from harm. We work in some of the world’s hardest-to-reach places – over 100 countries, including the U.S. No matter what your role is, when you join Save the Children, you’re creating positive, irreversible change for children, and the future we all share.

The Role

As the Senior Administrator, Business Operations and Shared Services, you’ll play an essential role in providing high-impact administrative and operational support across the Business Operations and Shared Services division which includes the following functions: Human Resources, Business Technology Solutions, Project Management Office, Internal Audit, Building Services, Global Safety & Security and Strategic Sourcing & Procurement. You will provide high-level, confidential and independent administrative and operational support to the Chief Administrative Officer and Chief Technology Officer to ensure seamless calendar and travel logistics, drive operational excellence across the division, and contributes to priority initiatives as business needs evolve. You will work as a centralized support system for various departments across the team, providing administrative surge support where needed. You will serve as a key coordinating role for the team and will contribute to building processes, tools and ways of working for a large team.

Location

Hybrid – Washington DC office location

 

What You’ll Be Doing (Essential Duties)

*Not inclusive of all role responsibilities. May be subject to change

Executive & Administrative Support 45%

• Provide advanced, executive-level administrative and operational support to the Chief Administrative Officer and Chief Technology Officer requiring independent judgment and discretion.

• Proactively manage complex, high-volume calendars for the Chief Administrative Officer and Chief Technology Officer, anticipating conflicts and resolving issues independently.

• Coordinate executive-level meetings, including agenda management, pre-reads, technology setup, minutes or action tracking, and follow-up as appropriate.

• Manage end-to-end executive travel logistics, including itineraries, approvals, real-time adjustments, and coordination with internal and external stakeholders.

• Process and reconcile expense reports and corporate credit card activity with accuracy, timeliness, and adherence to policy. 

• Manage purchase orders, invoices, and vendor payments for executive offices, escalating issues as appropriate.

• Coordinate and support virtual and in-person meetings and events for the Business Operations team as well as the agency Senior Leadership Team, including logistics, space planning, catering, materials, and day-of execution to ensure a seamless experience for participants.

Operational Support 45%

• Maintain shared folders, trackers, templates, and calendars for the Business Operations and Shared Services Team.
• Draft and distribute division-wide communications such as newsletters, reports, and intranet updates; support knowledge management initiatives; and ensure timely follow-up on routine tasks.
• Serve as administrator of the agency’s policy library, coordinating with policy owners to manage updates and revisions.
• Serve as Contract Repository Administrator and Timesheet Coordinator for Business Operations & Shared Services.
• Manage operational processes including but not limited to credit card reconciliation, new employee onboarding, invoice processing, technology governance and budget tracking.
• Partner across the division to support the planning and execution of events designed to foster employee connection and engagement.

• Identify opportunities to improve administrative and operational processes; recommend and implement solutions to increase efficiency and consistency.

Project Management Responsibilities 10%

• Provide coordination and administrative support for ad hoc cross-functional projects which may include event planning, PowerPoint presentations, process documentation, data tracking or change management initiatives.
• Assist in developing project documentation such as workplans, trackers, and status reports.
• Facilitate collaboration between teams by scheduling project meetings, consolidating inputs, and preparing materials for leadership updates.
• Monitor progress, flag risks or delays,