Ambassador & Advocate Assistant

Job Summary

Salary: £28,900 per annum

This brand-new, exciting role at War Child will provide crucial administrative and operational support to the Ambassador & Advocate team, helping the team to manage high-profile relationships and deliver Ambassador and high-profile events effectively.

The role will have a focus on supporting event delivery connected to Ambassador engagement at War Child, playing a key part in the planning and execution of events such as ‘Most Wanted’ and War Child’s annual flagship gala, the Wassail. This includes assisting with operational tasks in the lead-up to events, attending meetings, coordinating logistics and providing on-the-day support to ensure events run smoothly. The postholder will work closely with the Lead Events Producer to deliver a seamless experience for guests and Ambassadors, contributing to War Child’s fundraising and relationship-building objectives.

The role will also play a key part in supporting the team deliver relationships at War Child, ensuring strong systems and processes are maintained across the team. They will support on Ambassador-related activity such as invoice management and the preparation of briefing materials and impact reports. They will also support fundraising activities delivered by the team such as prize draws and auctions and assist with the vetting of new high-profile individuals.

Finally, they will provide logistical and administrative support for Ambassador trips, including booking flights and accommodation, supporting visa applications, preparing itineraries and coordinating travel arrangements.

The team regularly comes together in our London office for collaboration, relationship-building and key meetings. The successful candidate will be expected to attend these in person and support events in London and elsewhere when required.

If you share our values and believe that children’s lives should not be torn apart by war, we want to hear from you.

Your Role

You will work closely with the Ambassador and Advocate team to support the successful delivery of Ambassador-led events at War Child, alongside assisting on A&A related activity. You will provide support to the A&A team and relationship managers across the organisation to contribute to War Child’s fundraising and relationship-building objectives.

Your Responsibilities

• Work closely with the Lead Events Producer and wider team to provide administrative and operational support for Ambassador-related events (e.g. Most Wanted, Wassail, Ambassador’s Dinner), including assisting with event planning and coordination, researching venues, liaising with suppliers as directed and processing invoices.
• Assist with event logistics including; creating event materials and working with external designers where directed, providing on-the-day event support, creating event briefings for high profile attendees and assist with post event evaluations.
• Provide general administrative support to the team, including agenda management, minute taking, tracking actions, scheduling meetings and preparing supporting materials.
• Maintain well-organised digital files and documentation for the A&A team, ensuring Ambassador engagement and event records are accurately stored and easy to access.
• Support ad-hoc fundraising activity within the team, including prize draws and auctions, such as setting up and managing crowdfunding pages, processing and logging postal entries for prize draws in line with agreed processes.
• Assist with campaign activity, including Spring Clean and other Ambassador related initiatives, supporting delivery and coordination as required.
• Conduct due diligence and vetting of new high-profile individuals and update vetting for ongoing relationships, following established procedures.
• Work collaboratively with internal teams (such as Comms, Fundraising Engagement, Creative Industries and Philanthropy) to support Ambassador engagement and event delivery.
• Maintain accurate records of Ambassador and stakeholder engagement, ensuring data is kept up to date within internal systems and compliant with data protection standards.
• Provide Salesforce administration support, including coding and soft-crediting income, updating contact records, and maintaining accurate data in line with agreed processes.
• Process invoices and support financial administration tasks in accordance with existing procedures and approval processes.
• Assist in tracking Ambassador engagement activity and opportunities, maintaining clear and accurate records of interactions and outcomes.
• Support research into potential new Ambassadors, Advocates and high-profile supporters to inform future engagement opportunities.
• Assist with coordinating logistics for Ambassador trips and visits, including travel and accommodation arrangements, visa applications, itineraries, and briefing packs.
• Support the preparation of high-quality briefing and impact materials for Ambassadors, ensuring information is clear, accurate, and aligned with War Child’s messaging.
• Respond to and help direct queries from Ambassadors and high-profile supporters, following agreed communication processes and escalating where appropriate, to ensure a professional and timely experience. Contribute to creating a culture committed to the safeguarding of children and adults and compliant to War Child’s Safeguarding and PSEAH (Protection from Sexual Exploitation, Abuse & Harassment) Policies.
• We are committed to building an inclusive and equitable workplace. All staff are expected to actively contribute to this by embedding principles of diversity, equity, inclusion, and belonging into their day-to-day work, decision-making, and interactions with colleagues, partners, and supporters.

These duties provide a framework for the role and should not be regarded as a definitive list. Other reasonable duties may be required consistent with the grade of the role.

You Are

• Some previous experience in an administrative, events, fundraising, customer service, or office support role (paid, voluntary, or internship)
• Highly organised, with the ability to manage and prioritise a varied workload
• Strong attention to detail, particularly when handling data, records and financial information
• Interested in events, fundraising, ambassador engagement or the charity sector
• Good written and verbal communication skills
• Reliable, flexible and willing to take initiative within clear guidance
• Confident using Microsoft Office / Google Workspace (especially Outlook, Excel and Word)
• Experience working with databases, spreadsheets, or CRM systems (e.g. Salesforce or similar) is desirable but not essential
• Able to handle sensitive information with discretion and professionalism
• Strong interpersonal skills and a collaborative, proactive approach to teamwork
• Understanding of confidentiality, safeguarding and data protection principles
• Calm and organised when working to deadlines or supporting live events
• Comfortable engaging with a range of stakeholders, including high-profile individuals
• Commitment to equity, diversity, inclusion, safeguarding and ethical working practices
• Motivated by War Child’s mission and values
• Able to attend the London office for meetings and events, and to support events, including some occasional evenings or weekends (time off in lieu provided)

About Us

At War Child we are driven by a single goal – ensuring a safe future for every child affected by war.

Using our 30 years of experience and proven methodologies, we aim to reach children as quickly as possible when conflict breaks out and stay long after the cameras have gone to support them through their recovery. We work with local communities and governments to help protect and educate children, and support them to heal and learn, for a safer, brighter future.

We understand children’s needs, respect and stand up for their rights, and put them at the centre of everything we do – because one child caught up in conflict is one child too many.

Every day, our local teams are in communities and in refugee camps creating safe spaces for children to play, learn and access psychological support, and we specialise in responding rapidly to emergency crisis situations to deliver immediate and critical care impartially to help to those who need us most, when they need us most.

Because no child should be part of war. Ever.

Our Values

• Bold:We use our passion and creativity to deliver high quality evidence-based work designed to maximise our beneficial impact for children in conflict.
• Accountable to children:Children can rely on us to respond to their voices and to treat them with respect and dignity.
• Anti-racism:Anti-racism is not merely a belief. It includes actions that we mainstream throughout our work to change and challenge policies and behaviours that perpetuate racism.
• Transparent:We expect to be held to account by our supporters and participants and we respond with openness and honesty.
• Supportive of each other:We support each other to achieve ambitious goals and be the best we can be. We are honest and open, sharing our successes & confronting our challenges.

Our Benefits

• Flexible working- we recognise the considerable benefits that flexible working can bring and are happy to discuss any possible flexible working options with our employees from hiring. For most roles, the following types of flexibility are usually possible: flexible hours, occasional working from home and compressed hours.
• Annual leave– 28 days per year (full-time) rising to 33 days with service, plus bank holidays
• Pension- all eligible employees automatically enrolled into a Group Personal Pension Plan with a 5% employer contribution, with minimum employee contribution on a salary sacrifice basis. This increases to 6% after one year's service.
• Family leave– we offer enhanced Maternity, Partner/Co-Parent/Paternity Leave, Adoption & Shared Parental Leave
• Health & wellbeing- employees may take advantage of a healthcare cash plan and a range of wellbeing initiatives and training. In addition, all employees have access to free, confidential one-to-one wellbeing consultations with trained counsellors.
• Learning & development- dedicated to the investment in learning and continuing professional development for all our employees
• Workplace Nursery Benefit– employees make tax and NI savings on nursery costs for children up to the age of 5
• Flexible public holidays- up to two standard UK public holidays can be exchanged for those that have cultural or religious significance.
• Voluntary contributions can be made through payroll allowing employees to claim back on a range of cancer treatments.Cancer Cover:
• GP 24/7 Helpline:A GP helpline is be available to all UK employees providing access to a qualified GP, 24/7 via a telephone or webcam consultation, and offers diagnosis, advice and reassurance on a range of medical matters, as well as authorisation of private electronic prescriptions.
• Welcome Bag for new starters:A War Child Tote bag, War Child T-shirt and some other practical things to welcome new colleagues to War Child.
• Discounts on War Child Merchandise: 25% discount on full price War Child merchandise, available to all employees, sold through Everpress.
• Range of flexible benefits such a Cycle to Work scheme and season ticket loans.

Flexible Working

We positively support flexible working arrangements. These currently include: office working, homeworking, part-time hours, compressed hours, flexi-time, flexi-place (hybrid working) and job shares. We would be happy to discuss individual flexible working requests during the interview process.

How to Apply

• To apply, simply submit an application through our Current Vacancies page and attach a copy of your CV.
• On occasion, we might close a vacancy early due to a high number of applications being received. Interested candidates are encouraged to submit their application as early as possible.
• If you have any questions about reasonable adjustments before or during your application, we welcome the opportunity to talk about what we can do to fairly adapt our process for you. Please share what you’re comfortable with to help us put the right support in place, by emailing careers@warchild.org.uk. Anything you tell us will be kept completely confidential by our HR team.
• We are unable to provide sponsorship for this post. In order to apply, you must be able to demonstrate your eligibility to work in the country where this role is based.

Safeguarding

Our work with children and at-risk adults to ensure their safety is our top priority. We are committed to safeguarding children and vulnerable adults in all aspects of our work. We maintain a zero-tolerance policy for any behavior or practices that put children and/or vulnerable adults at risk of abuse or harm.

Successful applicants will be required to comply with and sign our Safeguarding Policy, Code of Conduct, and PSEAH Policy. You can find the Safeguarding and Integrity policies here:https://warchild.sharepoint.com/sites/Integrity

Diversity and Inclusion

We value diversity and inclusion and are committed to ensuring that all our people and job applicants are treated fairly, irrespective of where, what or whom they were born, or of other characteristics. We want to offer a safe and inclusive workplace where all our people, especially those who are currently marginalised or underrepresented, can be themselves at work. You can read our Diversity and Inclusion policy on our website, and if you have any questions about our commitment to diversity and inclusion do get in touch: https://www.warchild.org.uk/our-work/policies-and-reports/diversity-and-inclusion

Pre-employment Checks

Employment with War Child will be subject to the following checks prior to your start date:

• a satisfactory police record check to include a Disclosure and Barring Service (DBS) check and/or an International/National Criminal Record Check
• a clear vetting and Due Diligence check
• receipt of two professional satisfactory references