Executive Assistant

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 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

Provide full administrative and coordination support to the Chief Administrative & Finance Officer (CAFO) and Global Finance & Supply Chain (GFSC) Partnership Leader on Committees, Working Groups and key internal meetings (e.g. Townhalls) including the Stewardship Committee of the WVI Board of Directors (BOD), and management committees where the CAFO or the Partnership Leader is the Executive Responsible. This requires direct interaction with senior and executive leadership.

QUALIFICATIONS:

• Minimum 5 years of experience as an executive or administrative assistant or project coordinator for a large department or organization (at least 100 people)

• Minimum 3 years in a multinational or global organization supporting, coordinating and working with leaders located in various countries and with different cultures

• Excellent written and verbal communication skills Exceptional organizational and time-management skills

• Excellent attention to detail and accuracy in documentation and communication

• Must have experience working with cross-cultural team and virtual teams

• Ability to handle confidential information with discretion

• Ability to use considerate judgment and initiative in the course of executing responsibilities

• Able to act independently and creatively solve problems

• Ability to coordinate across multiple stakeholders and manage follow‑ups with all levels of the organization

• Proficiency in Microsoft 365 (Outlook, Teams, Sharepoint, Word, Powerpoint, Excel), Canva or other presentation and documentation tools

• Has some knowledge and experience with Sharepoint, Workspace or other publication and communication tools (e.g. Populo)

Preferred Experience: Preferably, with substantial experience supporting multiple managers at the same time

Required travel/ work environment accommodations:

• The role requires on-site presence of at least 2 days a week and daily if there are in-person activities requiring his/her support.

• This role also involves regular collaboration with global teams across various time zones.

• Occasional travel may be necessary to support global initiatives and stakeholder engagements.

• This position is eligible for Hybrid-Work following the GFS Manila Hybrid Work Position and Implementing Rules.

Continuation of Job Roles and Responsibilities:

1. Meeting Coordination

Schedule regular and ad hoc meetings, ensuring availability of all required participants.

Manage invites, room bookings, online meeting links, and any required logistics.

Prepare and distribute meeting agendas in advance.

Track attendance and manage follow‑ups for missing responses or materials.

2. Documentation & Materials Management

Prepare, consolidate, and format meeting materials including presentations, reports, and briefing notes according to Board/EXL requirements.

Record and circulate accurate meeting minutes, action items, and decisions.

3. Action Item Tracking & Follow‑Through

Maintain an updated action log, track progress, and follow up with owners ahead of deadlines.

Highlight overdue items and support the meeting Chair in preparing status updates.

4. Communication Support

Draft and send committee-related communications, reminders, and updates.

Serve as the primary administrative contact for committee members and support teams.

5. General Administrative Support

Serve as the primary administrative contact for committee members and support teams.

Provide full administrative and coordination support to the GFSC Partnership Leader

Serve as the primary administrative contact for committee members and support teams.

Provide administrative and logistics support to the GCMO-based team and the FD&C Director for responsibilities around Finance GCMO site support.

Provide administrative and logistics support to the GCMO-based team and the FD&C Director for responsibilities around Finance GCMO site support.

1. Laptop and office supplies procurement, coordination and inventory management.

2. Manage and ensure the availability of office supplies, computer peripherals, and other basic office needs to support GCMO-based staff and guests.

3. Support managers when onboarding new staff in GCMO.

4. Manage and secure inventory of GFS supplies and assets at GC Manila Office.

5. Provide in-person or onsite support at for in-person meetings, trainings, events, and the like.

6. Coordinate visitors' schedule and assist GFSC visitors when visiting GCMO including guidance on Philippine entry requirements, transportation, accommodations, etc.

Assist the GFSC Lead Team on various administration, communication and coordination support including but not limited to the following:

• Setting-up Provision PR/PO, Blackline PA/Invoices and Concur where needed

• Onboarding of new staff

• Supporting on-site staff/team needs in GCMO

• Utilizing CAFO mailbox for communications

• Updating GFSC organizational chart, directories and Teams channels

• Maintaining Sharepoint Sites and WV Central pages

• Preparing and publishing communication materials on behalf of GFSC.

Perform all other duties that may be assigned.

Position’s physical requirements:

• The candidate must have the motor skills and physical abilities to necessary to perform the work at a computer and in an office environment. The role is primarily office or desk-base and requires the ability to work at a computer for extended periods.

• The candidate must be able to move within the office to attend meetings and collaborate with team members.

• The role may involve occasional travel, requiring the ability to navigate various environments and manage physical demands associated with business travel