World Vision International

Administrative Coordinator

Job Description

PURPOSE OF POSITION:

The Administrative Coordinator provides diversified operational and administrative support to the Partnership (Location) Leader of Global Real Estate as well as to the Global Real Estate (GRE) & Corporate Services (CS) team. The coordinator will manage events and event planning, create, develop and manage team website content, and will interface with all levels of the organization, especially senior management.

KEY RESPONSIBILITIES:

Manage the calendar of the PL of Corporate Services and Global Real Estate, including acting as gatekeeper for meetings, scheduling, travel, and accommodations. Answer phone and screen calls. Assist PL and leadership team with composing /editing presentations, reports and other documents which may be of a confidential nature or highly technical nature.

Plan and coordinate Global Real Estate Summit.

Update and maintain wvcentral sites and subsites, with documents, lists, images and content on behalf of Global Real Estate & Corporate Services. Current scope:

  • Global Real Estate Team site.

  • Global Real Estate & Corporate Services site.

  • GCLA Office site: VisionLA announcements on behalf of GCLA Location Leader as well as postings for GCLA Corporate Services, including subsites for other GC offices.

Assist Corporate Services manager with operational and administrative ad-hoc requests specific to events planning, coordination and execution i.e. (Summer picnic, DoP, Thanksgiving & Christmas and Global Centre Los Angeles hosted meetings). Provide support to the chapel committee as needed. Supporting the organization’s different business units with hospitality and reception service support for onsite meetings hosted at Global Centre Los Angeles facility. Update Security and emergency preparedness documents for fire safety, drill evacuation / emergency action plans, first aid/CPR/AED training and other training documentation.

Global Real Estate and Corporate Services timekeeping, payroll, calendar.

Maintain & update Pocket Directory hosted on wvcentral Must Have Resources.

Maintain & update WVI Lotus Notes Address Book/Extended Directory Catalog office document owners and encourage their regular updating office/staff data.

Prepare expense reports for leadership team as needed. Attend team devotions and weekly chapel service.

KNOWLEDGE, SKILLS & ABILITIES:

  • Bachelor’s Degree in business, secretarial studies/related field, or significant equivalent related work experience.

  • Proficient in Microsoft Word, Excel, PowerPoint, Lotus Notes and Share Point 2013.

  • Experience in coordination of executive meetings and catering needs.

  • Experience with cross cultural team and virtual team networking.

  • Ability to provide responsive customer focused support.

  • Strong organizational and planning skills.

  • 4-5 years administrative experience.

  • Maintain confidentiality.

  • Diplomacy, cross-cultural sensitivity and experience.

  • Strong team player.

  • Possess a growing and mature Christian faith and commitment to World Vision, its ethos, Mission Statement, and Core Values.

  • Must have a positive disposition and energetic/passionate approach to work and providing support.

  • Must be fluent in English, with strong language capabilities and understanding.

  • Membership in Professional Administrative Association (International) Desirable.

Preferred Skills, Knowledge and Experience:

  • Requires knowledge of organization activities, policies and procedures.

  • Must possess excellent administrative, communication, organizational, and interpersonal skills.

  • Must have excellent writing skills.

Work Environment/Travel:

  • The position requires ability and willingness to travel domestically and internationally up to 3% of the time.

  • May require travel for department summit meetings; and be prepared to work flexible hours.