Senior Administrative Assistant
Plan International USA (Plan) is part of a global organization that advances children’s rights and equality for girls. We strive for a just world, working together with children, young people, our supporters, and partners to:
• Empower children, young people, and communities to make vital changes that tackle the root causes of discrimination against girls, exclusion and vulnerability.
• Drive change in practice and policy at local, national, and global levels through our reach, experience, and knowledge of the realities children face.
• Work with children and communities to prepare for and respond to crises and to overcome adversity. • Support the safe and successful progression of children from birth to adulthood.
This position has a duel reporting structure to the COO and Senior VP of International Programs. The Senior Administrative Assistant (AA) is responsible for providing high-level administrative support. The Administrative Assistant serves as the primary point of contact for all matters that pertain to the COO and International Program teams. S/he must be comfortable working in a diverse global organization that is mission- driven and results oriented. The ideal individual will have the ability to exercise good judgment, have strong written and verbal communication, administrative, organizational skills and be able to maintain a balance between competing priorities. S/he will have the ability to work under pressure at times and will know how to handle confidential matters with discretion. The Administrative Assistant will play a critical role in ensuring smooth day-to-day operations for the COO, Sr. VP of International Programs (IP), and the Senior Program Directors.
Please see Position Summary and Responsibilities
Executive Level Support
• Performs a variety of administrative tasks including calendar management for the COO and Sr. VP, IP
• Responsible for scheduling and serves as the primary back up for all administrative tasks for the Executive Assistant to the CEO.
• Interfaces effectively and professionally with senior level staff both internally and externally.
• Sets up and prioritizes meetings in order to maximize the time of the COO and Sr. VP, IP
• Works with the technical leads to compile briefing packs with talking points and background reading required for meetings.
• Responds, as appropriate, on behalf of the COO/ Sr. VP, IP to invitations and requests for information.
• Maintains all files for the IP teams
• Drafts correspondence on behalf of the COO/ Sr. VP, IP
• Manages all travel logistics , including securing the appropriate travel documents, i.e. Visas, for both domestic & international for the COO/ Sr. VP, IP
• Processes expense reports and handles the IP credit card
• Assists with the budget expenditures for IP
• Organizes meetings, retreats and conferences.
• May negotiates rates with hotels and vendors on behalf of the organization.
• Performs additional administrative duties as needed. International Programs Teams Support
• Provides general support and assistance to the Sr. Directors of each practice area.
• Assists with the planning and organizing of weekly IP meetings, such as Monday morning round up, Senior Management Team (SMT), etc.
• May attends and takes minutes for meetings at the request of the COO and/or Sr. VP, IP
• Assist in managing travel logistics both domestic & international.
• Arranges all bookings with hotels, catering, transportation and any other requirements when needed.
• Processes expense reports and ensure timely handling and reimbursements.
• Support processing of consultant contracts
The Sr. Administrative Assistant will have a demonstrated commitment to Plan International’s Mission and a willingness to embrace and work according to the organization’s core values; accountability, passion, integrity, respect, and excellence.
In addition, the individual will have a commitment to adhering to Plan’s Child Protection Standards and protecting the wellbeing of children in any situation that may arise.
Skills needed to be successful on the job:
- Strong oral and written communication skills
- Strong editing and proof-reading skills
- Ability to manage multiple demands and priorities, and negotiate timelines
- Excellent customer service and interpersonal skills; ability to maintain a high degree of professionalism in all circumstances
- Ability to look forward, anticipate needs, and plan accordingly
- Ability to establish and sustain interpersonal and professional relationships with Plan staff in overseas offices, in donor organizations and in peer organizations
- Ability to maintain high level of confidentiality
- Full English language fluency required
Administrative skills and advanced knowledge of computer applications (MS-Word, Excel,
- Bachelor’s Degree required
- Experienced advanced knowledge of computer applications (MS-Word, Excel, PowerPoint).
- Typical office environment
- Job is based in the Plan’s Washington, DC Office
- Occasional domestic travel may be required
- Occasional evenings and weekends required
- Ability to work hours outside of a normal workday may be required
Plan International USA has two offices, located in Washington, DC and Warwick, Rhode Island. It is part of the global federation, Plan International, which is comprised of collaborative partnerships between 21 national offices and 51 country offices. Plan International USA is registered 501(c) (3) and has an independent Board of Directors.Members of the Board of Directors of Plan International USA also participate in global federation governance through membership on the federation’s Members’ Assembly and International Board.
The Plan USA Program Team works in direct partnership with the Regional and Country Office staff contributing expertise in business development, program design and implementation. The Program Team helps to manage, monitor and evaluate all US-funded programs, as well as reporting back to donors on the progress of program initiatives.
We aspire to five core values that help us define our culture and to inform our business decisions: Accountability, Passion, Integrity, Respect, and Excellence - AsPIRE. Plan expects all staff to exhibit and embrace these values in every part of their work lives.
We are committed to adhering to Plan’s Child Protection Standards and protecting the wellbeing of children in any situation that may arise. The protection of children is everyone’s responsibility.
Plan offers opportunities for growth and development through internal and external training opportunities. We value the ideas and opinions of staff at any level and provide forums in which those can be shared with others.
Plan is an equal opportunity employer and follows all laws associated with the EEOC.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.