World Vision International

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Executive Assistant to Reg. Leader & Senior Director Ops

Job Description

*Due to the limited number of employment passes, priority will be given to Singaporeans/Singapore permanent residents.

PURPOSE OF POSITION:

The core responsibility of this position is to provide administrative support to South Asia & Pacific (SAP) Regional Leader and Senior Director for Operations in the most diligent, effective & efficient manner.

This support enables the Regional Leader (RL) & Senior Director Operations (SDO), and their direct reports, to fulfill their objectives through effective organization, coordination, communication and planning.

KEY RESPONSIBILITIES:

Administrative:

  • Serve as a point of contact for the office of the RL/SDO, handling matters in a confidential and professional manner.

  • Assist RL/SDO with all correspondence (eg. Email, presentation materials) responding in a timely and appropriate manner, as well as documentation & coordination of monthly reports, board reports, among others.

  • Manage RL/SDO’s scheduling and calendar (using Lotus Notes and setting up Skype calls and WebEx meetings).

  • Ensure RL/SDO is prepared for meetings, with agendas, materials, and minutes for conference calls, virtual meetings, and face to face events, coordinating as required with other support staff.

  • Arrange and manage all travel logistics, including transportation, lodging, itineraries, visas, and passports.

  • Complete expense reports for RL/SDO, reconciling corporate card charges monthly.

  • Provide logistical support for domestic and international meetings/events teaming with other support staff as appropriate and/or assigned, such as National Directors meetings, SLT Retreat, Homeweek and other regional forums/events.

  • Maintain timekeeping records for RL/SDO, and approve timesheets for direct reports (through OurPeople), meeting all deadlines.

Regional Office Spiritual Nurture:

  • Work closely with Faith & Development team to help facilitate the spiritual nurture of the RO staff through office devotions, reflections and annual Day of Prayer.

Others:

  • Support strategic projects assigned by the RL/SDO. This would include interface with direct reports, other stakeholders, and project teams to execute the project activities and ensure communications with stakeholders and SLT regarding the status of projects.

  • Carry out additional responsibilities and projects as assigned by RL/SDO.

KNOWLEDGE, SKILLS & ABILITIES:

  • Bachelor’s degree in business or related field, or equivalent related work experience of 3-5 years.

  • Proficient with computer and Microsoft Office applications.

  • Excellent communication (oral & written) and interpersonal skills.

  • Able to handle executive matters confidentially and with maturity.

Preferred:

  • Knowledge of and commitment to World Vision objectives and ministry priorities. Support the whole Mission Statement, Core Values and Covenant of Partnership.

  • Ability to identify and analyse situations and / or issues, consider options, develop and decide on solutions, recommend and / or implement and monitor appropriate solutions.

  • See the “big picture” in complex situations by linking information or applying theoretical frameworks, by taking a systems view, or by considering an abstract, broader or longer term perspective.

  • Build a logical approach to address issues, problems or opportunities or manage the situation at hand by drawing on own knowledge and experience base and calling on other references and resources as necessary.

  • Self-starter with strong time management, coordination, prioritization, multi-tasking skills.

  • Ability to work with a high level of ambiguity is a must.

  • Work collaboratively with team members when assigned to work as part of a team.

  • Require ability to maintain confidentiality.

  • Must be computer aptitude and experience in database management, spreadsheet software and internet usage.

Work Environment/Travel:

  • The position requires ability and willingness to travel domestically and internationally up to 10% of the time.