Senior Administrator, Office of the Vice President, U.S. Programs (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, Office of the Vice President (OVP), you’ll be integral to our work in helping vulnerable children achieve a brighter future. You will serve as a key liaison within the US Programs (USP) division, engaging with internal and external stakeholders while representing Save the Children. You will provide comprehensive administrative, operational, and project management support to the Vice President (VP) and Deputy of US Programs, ensuring seamless execution of divisional priorities and strategic initiatives. 

Location

Hybrid –Lexington, KY

What You’ll Be Doing (Essential Duties)

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

Executive Administrative Support (40%) 

•  Serve as the primary point of contact for the Office of the Vice President, ensuring smooth operations and clear communication across the division.
•  Manage complex scheduling, travel arrangements, and expense reporting for the VP and Deputy, including flights, lodging, and ground transportation. 
•  Reconcile and submit monthly credit card and executive expense reports for the VP and Deputy. 
•  Prepare and organize meeting materials in advance, ensuring the VP is equipped with necessary documents. 
• Coordinate complex meeting logistics and respond to shifting priorities.  

Meeting & Event Management (25%) 

•  Plan and coordinate weekly Senior Management Team (SMT) and quarterly Executive Senior Management Team (ESMT) meetings, as well as divisional retreats.
•  Prepare agendas, presentations, meeting materials, and track action items to ensure timely follow-up.
•  Serve as the point of contact for stakeholders, vendors, and external partners regarding meeting logistics.
•  Ensure attendees are well-prepared by sharing relevant materials ahead of meetings.
•  Record key takeaways and action items from meetings and distribute them accordingly.
•  Support the preparation of presentations and materials for the Board and Program Impact Committee meetings.
•  Assist in large cross-departmental event planning and execution, including securing venues, arranging catering, and managing event logistics.

Divisional Support (20%) 

•  Maintain and update divisional contact lists, USP distribution lists (MS Outlook), and organizational charts.
•  Lead coordination of employee performance awards, ensuring timely nominations and approvals.
•  Support the Advisor of External Affairs in executing monthly Town Hall meetings, including speaker preparation and post-meeting follow-up.
•  Assist the Advisor of Administration in maintaining the USP Portal Library, ensuring resources are accessible and up to date.
•  Manage the division’s use of a centralized credit card via established request form.
•  Ensure timely submission of bi-weekly timesheets for the division.

Project Support (15%) 

•  Support the Senior Advisor of Strategy and Culture in organizational initiatives and division-wide projects, ensuring strategic alignment.
•  Identify opportunities for process improvement and support continuous improvement projects to strengthen divisional structure and efficiency.
•  Track project progress, identify bottlenecks, and provide regular updates to executives and stakeholders.
• Facilitate clear and timely communication between project stakeholders, ensuring alignment on progress, changes, and requirements.