Executive Administrator

. Manage calendars of C-Suite and Vice Presidents in the assigned region .

Posted 9/25/2026full-timeUnited StatesMid-LevelSeniorWebsite

Key responsibilities & impact

Manage calendars of C-Suite and Vice Presidents in the assigned region
Resolve scheduling conflicts and protect time for strategic and external work
Schedule recurring leadership meetings across multiple time zones
Prepare and distribute meeting agendas
Circulate meeting notes, decisions and action items within 48 hours
Prepare briefing documents and background research for key meetings
Triage executive requests and correspondence, escalating exceptions requiring executive judgement
Book flights, accommodation and ground transfers for executives, staff and board members
Monitor booking approval deadlines
Coordinate visa applications, invitation letters and supporting travel documentation
Arrange regional accommodation and ground transfers for visitors
Maintain vetted travel, accommodation, transport, vendor and supplier lists
Research, scope, plan and execute leadership meetings, retreats, board-related events, staff gatherings and engagement activities
Coordinate venues, catering, accommodation, transport and materials
Serve as the on-site point of contact during events
Track event spending against budgets and flag budget pressure
Collect receipts and prepare expense reconciliations
Capture lessons learned and update event playbooks
Ensure regional staff have necessary supplies and equipment
Order business cards and branded merchandise and maintain inventory
Perform additional regional administrative duties agreed with the relevant Chief

What you’ll need

Three years of experience providing executive or administrative support to senior executives
Demonstrated ownership of complex, multi-leg travel booking and itinerary management, including changes made at short notice
Demonstrated ownership of meeting and event logistics from planning through to expense reconciliation
Experience working with distributed teams across multiple time zones in a remote or hybrid environment
High proficiency in Google Workspace
Comfort adopting new tools and platforms quickly
Excellent written and spoken English
Clear, professional communication with internal and external stakeholders
Demonstrated discretion and sound judgement in handling confidential information relating to executives, staff and the board
Strong organisational, detail and process orientation
Initiative to work well with limited supervision
Strong problem-solving skills and a service mindset
Right to work in the assigned region
Experience in an international NGO or other multi-country organisation (desired)
Experience administering a corporate travel booking platform (desired)
Bilingual candidates will be prioritised (desired)
Regular in-person availability for meetings, events and errands in the home city
Ability to occasionally transport and set up event materials or supplies of up to 10 kg (20 pounds)

Comp & perks