Senior Administrative Assistant

Category: Full-time
Reports to: Director, Office of the COO
Location: Kansas City, MO or US – Remote

About Water.org

1 in 10 people around the world lack access to safe water and 1 in 4 people don’t have access to a toilet. We are working every day to change this. We are Water.org. We’re here to bring water and sanitation to the world. We want to make it safe, accessible, and cost-effective because we believe that water is the way to empowering a bright future that we can all share in, worldwide. We are an international nonprofit organization based in Kansas City, Missouri that has positively transformed millions of lives around the world through access to safe water and sanitation. Founded by Gary White and Matt Damon, we pioneer market-driven financial solutions to the global water crisis. For more than 25 years, we’ve been providing women hope, children health and families a future.


Position Summary

The Senior Administrative Assistant position within the Office of the Chief Operating Officer (OCOO) is primarily responsible for ensuring OCOO, executive, and organizational effectiveness through administrative and project coordination support. This role builds relationships with staff from across the organization, coordinates with leaders to deliver on deadlines, provides a professional reflection of the Chief Operating Officer (COO) to internal and external contacts, and supports other key operational deliverables.

Success in this role requires strong initiative and problem-solving skills, including the ability to think ahead and seek out ways to help optimize the functioning of the OCOO and organizational projects and priorities. This includes but is not limited to consolidating and/or summarizing disparate pieces of information, identifying gaps or new and improved ways of working, and identifying and solving problems. This role requires independent action and decision-making and strong judgment informed by the context of our organizational priorities and goals.

The Senior Administrative Assistant is based in Kansas City, MO or remotely in approved locations in the US.

Key Responsibilities

OCOO Support (70%)
  • Schedule meetings for and manage the calendar of the COO; liaise with staff and external parties on COO availability.
  • Manage department travel, including but not limited to, researching travel options and requirements, booking domestic and international travel, managing changes, submitting international visa applications, and ensuring team members are well-equipped for travel.
  • Submit timely, accurate, and policy-compliant expense reports on behalf of team members.
  • Maintain organized team SharePoint site and files, and ensure information is easily accessible.
  • Draft and edit general communications, correspondence, presentations, documents, and reports as requested.
  • Partner with the Director to proactively identify needs, capture and disseminate organizational priorities, develop processes to meet deadlines, and track deliverables.
  • Develop and maintain standard operating procedures for the Senior Administrative Assistant position.
Organizational Support (20%)
  • Schedule and coordinate meetings and events in support of the global organization, coordinating timing across international time zones and arranging audio and visual technology that meets participant needs.
  • Research and secure appropriate venues, catering, and/or necessary equipment for events and meetings. Proactively identify and secure meeting resources to meet the objectives of the gathering and needs of the participants.
  • Develop, request, consolidate, format, archive, and proactively share meeting materials and follow-up information.
  • Take accurate and relevant meeting notes or minutes, disseminate key meeting information, and track follow through of action items from meetings.
  • Contribute to organizational committees to represent the Office of the OCOO and ensure cross-functional meetings and events are resourced and run smoothly.
Executive Team Support (10%)
  • Schedule meetings for Executive Team (EX).
  • Prepare briefing materials and ensure EX team members are well-equipped for meetings and events, as requested by the COO or Director.
  • Coordinate EX participation in meetings, events, conferences, and forums, as requested by the COO or Director.
Management Responsibility
  • Individual contributor with no subordinates.

This description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required. Some duties, responsibilities and activities may change or be assigned at any time with or without notice.

Skills and Competencies

  • Customer Focus – Building strong customer relationships and delivering customer- centric solutions.
  • Communicates Effectively – Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
  • Drives Results – Consistently achieving results, even under tough circumstances.
  • Collaborates – Building partnerships and working collaboratively with others to meet shared objectives.
  • Self-development – Actively seeking new ways to grow and be challenged using other formal and informal development channels.
  • Optimize Work Processes - Knowing the most effective and efficient processes to get things done with a focus on continuous improvement.
  • Manages Ambiguity – Manages ambiguity by operating effectively, even when things are uncertain, or the way forward is not clear.
  • Instills Trust – Gaining the confidence and trust of others through honesty, integrity, and authenticity.
  • Financial Stewardship – Demonstrates fiscally responsible decision making as applicable to one’s role.
  • Balances Stakeholders – Anticipating and balancing the needs of multiple stakeholders.

Qualifications

  • High School diploma or equivalent required.
  • Minimum 3 years of experience in a senior administrative support function in a complex operating environment required; minimum 5 years of experience required in lieu of experience in a senior role.
  • Demonstrated strength in a broad range of oral and written communications and supporting tools.
  • Ability to coalesce disparate pieces of information into coherent communications, documents, and recommendations; demonstrated success in translating knowledge and context into action and outcomes.
  • Demonstrated ability to anticipate and address organizational and executive team needs, developing solutions that demonstrate solid judgment and understanding.
  • Ability to operate independently, informed by judgment honed through understanding of Water.org work, objectives and strategies.
  • Proficiency with Microsoft Word, PowerPoint, Excel, SharePoint, and Adobe software required. Eagerness to explore, adopt and disseminate new technologies to enhance efficiency desired (e.g., Teams, Office 365).
  • Experience in global organization preferred.

Travel Requirement

Up to 5% travel within location.

Salary/Benefits

This position offers full-time benefits, including medical/dental insurance, life and disability insurance, retirement program and periodic review for merit and incentive pay based on organizational and personal achievement.

Water.org is an equal opportunity employer and is committed to providing an inclusive environment. We do not discriminate on the basis of race, color, religion, gender, gender expression, gender identity, age, national origin, ancestry, disability, marital status, sexual orientation, pregnancy status, military and veteran status, genetic information, and any other status protected by law. We provide qualified applicants and employees reasonable accommodation, when necessary, to enable individuals to complete the application process and/or perform the essential functions of the job.