Group Administrator

Role Overview

This Group Administrator serves as the operational anchor for several principals, including senior leaders, in a setting where schedules are dense, priorities move quickly, and coordination often crosses regions. The role keeps calendars accurate, inboxes under control, travel and visa logistics moving, and team gatherings running smoothly so leaders can stay focused on decisions and external commitments. Beyond individual support, the administrator helps strengthen team operations by connecting new colleagues, coordinating events and visits, and handling sensitive information with sound judgment.

Key Responsibilities

• Manage multiple principals’ calendars, resolve scheduling conflicts, and prioritize meetings across time zones while keeping leaders informed about trade-offs and competing demands.
• Track and triage high-volume email, monitor action items, process expenses and reimbursements, and follow through on special projects as they arise.
• Coordinate domestic and international travel, including flights, lodging, ground transportation, security arrangements, meeting confirmations, and visa or passport requirements.
• Plan logistics for internal and external meetings, retreats, team-building activities, field visits, conferences, and large convenings, covering venue space, room setup, materials, catering, transportation, and participant reimbursements.
• Support team effectiveness by scheduling onboarding meetings for new hires, participating in assistant coordination meetings, and contributing to culture and connectivity initiatives.
• Provide project management and planning support for division workstreams, deliverables, and in-country visits, including coordination with regional offices and external partners.
• Use Microsoft Outlook, Microsoft 365, AI assistants, automation, and other digital tools to improve accuracy, reduce manual work, and keep administrative processes efficient; maintain knowledge resources, SharePoint pages, or org charts when needed.
• Communicate clearly with principals, internal colleagues, and external partners, using discretion with sensitive information and adapting quickly when schedules or logistics change.

Requirements & Qualifications

• Bachelor’s degree or equivalent demonstrated experience.
• 3–5 years in a senior administrative role, preferably supporting multiple principals or leaders within a complex and fast-paced organization.
• Advanced proficiency with the Microsoft Office suite, especially Outlook; experience with Copilot, ChatGPT, or similar AI and automation tools is strongly preferred.
• Proven ability to set priorities, meet deadlines, and balance multiple competing demands without losing accuracy.
• Strong written and verbal communication, including the ability to clarify scheduling conflicts, trade-offs, and logistical details for decision-makers.
• Demonstrated professionalism and discretion when handling confidential or sensitive information.
• Experience coordinating travel, visas, passports, expense reports, and event logistics across time zones.
• Comfort collaborating with a broad range of internal and external stakeholders, including during in-country engagements and high-level visits.
• Ability to adapt quickly when schedules, travel plans, or meeting needs shift.