Executive Assistant, Child Sponsorship Operations

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

The Executive Assistant will provide quality and timely administrative support to enable the Global Director and Child Sponsorship Operations Leadership team to thrive in their roles.  This will be done through managing relationships with senior stakeholders across the World Vision Partnership, coordinating meeting schedules and ensuring the required documents and presentations are prepared and accessible for all, coordinating logistics for meetings, supporting international travel, events, and providing clear and compelling communications to create a well-connected and vibrant Child Sponsorship Operations (CSO) team.  

MAIN RESPONSIBILITIES

Meeting Management & Planning

• Coordinate key meetings such as All Staff, Leader’s meetings, Town Halls, etc., including logistics, run-of-show, engagement, and time boxing.

• Create and circulate meeting notes, ensuring outcomes and action items are clear.

• Arrange agenda, pre-reads, and presentations for meetings.

• Oversee and coordinate all logistics for Child Sponsorship Operations Team virtual and face-to-face meetings, including hotel arrangements, catering, meeting logistics setup, capturing meeting notes and outputs, etc.

• Develop leadership and All Staff meeting cadences and rhythms.

CSO Leadership Team Operations

• Work alongside CSO Leadership Team and CSO partners (e.g. People & Culture, Finance, etc) to ensure the Leadership Team is prepared for key departmental meetings.

• Provide administrative support for committees, task forces, and working groups.

• Serve as a trusted liaison fostering strong working relationships through proactive communication and engagement that strengthened collaboration and alignment.

• Support team to maintain a high-level tracker for priorities, milestones, dependencies, risks, and decisions.

• Operated with a high degree of discretion, proactively anticipating needs, identifying risks, and escalating issues appropriately to prevent disruptions.

• Support the preparation of KPI review materials (dashboards/scorecards) and synthesize insights into narratives and recommendations.

• Provide support to projects as needed.

Communications & Culture Building

• Support team-wide communications.

• Connect individual staff members in multiple countries with fun team updates and celebrations.

•  Partner with Knowledge Management to enhance how team meeting materials are organized and stored to improve accessibility.

• Support standardizing collaboration tools, templates, and workflow processes to improve cross-functional alignment and execution efficiency. (i.e., templates, shared files, etc).

• Inform staff through helpful, relevant, and clear communications.

• Provide warm and respectful communications to diverse stakeholders.

Travel Support and Event Logistics

• Arrange end-to-end travel logistics for the Global Director, including flights, hotels, ground transportation, and prepare detailed itineraries.

• Support Visa applications as needed.

• Manage, track, and reconcile Global Director expenses.

• Keep operating cadence intact during travel weeks as necessary, sequencing meetings and continuation of projects.

• Maintain readiness materials during travel: briefings, stakeholder context, key documents, and next steps.

REQUIRED EXPERIENCE AND EDUCATION

• Bachelor’s degree in Business Administration, Communications, or Equivalent Administrative Experience.
• Advanced education, certification, or equivalent experience in Administration.
• 3+ years supporting senior or executive leadership in dynamic, cross-functional environments.
• Experience managing complex scheduling across time zones and multiple calendars (Outlook/Teams).
• Strong verbal and written communication skills with proven ability to write executive communications from bullet points with minimal revisions.

Applicant Types Accepted:

World Vision is a Christian humanitarian organisation with a mission centred on following Jesus Christ in service to the world´s most vulnerable children. Therefore, in all locations to the fullest extent legally permissible, the successful applicant will affirm our core documents, observe conduct compatible with Christian principles, serve at a high level of professional ethics and strive to act in accordance with cultural sensitivities. Furthermore, regular attendance with team and office devotions, chapel and prayer gatherings are expected in line with policies in the World Vision host location and its departments.