Senior Administrator, Business Operations & Shared Services (S3)

Save the Children US • Washington, DC

4h • Hybrid

About The Position

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.

Requirements

• Minimum of a High School Diploma or equivalent, plus at least 2 years of relevant experience
• Demonstrated experience providing high-level support to senior leaders, preferably within technology, human resources or operations spaces.
• Proven ability to maintain strict confidentiality and exercise sound judgment in sensitive situations
• Strong organizational, time-management, and prioritization skills with the ability to manage competing demands independently
• Strong interpersonal skills and attention to detail
• High level of customer service orientation and collaborative working style
• Demonstrated project coordination, communication, and collaboration skills
• Professional proficiency in MS Office suite (Excel, Word, PowerPoint, Outlook)
• Experience with Microsoft Teams, JIRA, SharePoint, or other project collaboration tools
• Professional proficiency in spoken and written English

Responsibilities

• 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.
• 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.
• 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, and ensure appropriate follow-up with responsible parties to keep projects on track.

Benefits

• Flexible schedules and time off: Flexible schedules, generous PTO, 11 paid holidays plus 2 floating holidays and hybrid working opportunities
• Health: Competitive health care, dental and vision coverage for you and your family
• Family: A variety of paid leaves: caregiver, parental/adoption, critical child illness and fertility benefits
• Employee Rewards Program: Annual merit increases and/or additional incentives for eligible employees
• Retirement: A retirement savings plan with employer contributions (after one year)
• Wellness: 15 safety and wellness days annually (if hired on or after July 1, safety and wellness days prorated to 8 days), mental health benefits and support through Calm and company-hosted events
• Employee Assistance Program: free and confidential assessments, short-term counseling, referrals, and follow-up services
• Learning & Growth: Access to internal and external learning & development opportunities and mentorships

What This Job Offers

• Career Level: Senior
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees