Job Description
NGO Jobs. Umi Fund Jobs
Purpose of role
The Executive Officer will work directly with and provide high-level support to the Special Projects Director (SPD), as well as assist the Senior Leadership Team (SLT) as required. This role requires a high level of professionalism, adaptability, and the ability to handle a wide range of responsibilities with precision and discretion, as well as exceptional organisational skills, proactivity, and independence. The ability to handle sensitive and confidential information with discretion is a key requirement for the role.
Confidentiality, integrity, and professionalism are essential to this role, as the Executive Officer will handle sensitive information and serve as a trusted liaison between the Special Projects Director, other senior leaders, and key internal and external stakeholders.
The Executive Officer reports to the Special Project Director and acts as a crucial link between the director and relevant stakeholders, in particular the members of the climate re-grantors community.
Read More>>>You’re Getting Interviews. So Why Aren’t You Getting Hired?
Main responsibilities
Calendar management
- Manage and maintain the SPD calendar, scheduling meetings, appointments, and travel, prioritising and adjusting schedules to ensure optimal time management.
- Support the SLT as requested on scheduling meetings and appointments.
Travel coordination
- Arrange domestic and international travel itineraries for the SPD, including flights, accommodation, and transportation, ensuring all logistical aspects are handled smoothly.
- Prepare detailed travel documents.
- Prepare and manage trip agendas.
Meetings and events support
- Coordinate and prepare materials for meetings, presentations, and conferences with cross-functional and global stakeholders.
- Attend meetings and take accurate minutes, distributing and filing them as necessary.
- Support planning and logistics for events, in-person and virtual, in particular for the regrantors community.
Administrative support, data management, and filing
- Organise and maintain electronic files, documents, and records.
- Ensure the SPD has easy access to the necessary information.
- Manage and submit the SPD individual expenses, invoices, credit card statements, and budget tracking.
- Liaise internally and externally with relevant stakeholders. Develop and maintain efficient office systems, records, and procedures.
- Support the implementation of organisational priorities and special initiatives as needed.
Role Requirements and Skills
- At least 5 years of experience as an executive assistant or in a similar role.
- Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools, as well as familiarity with AI tools.
- International experience or additional language proficiency is a benefit.
- High degree of professionalism and integrity to handle sensitive and confidential information with the utmost discretion.
- Proactive and resourceful with a strong sense of initiative and ability to work independently.
- Outstanding organisational and time-management skills with the ability to prioritise tasks effectively.
- Excellent written and verbal communication skills, with cultural sensitivity and inclusivity in interactions.
- Cultural Competency: understanding of diversity and inclusion issues, including race, gender, sexual orientation, disability, age, and other dimensions of diversity, and the ability to navigate complex cultural dynamics.
- Interpersonal and cross-cultural communication skills: must be an excellent networker and team leader, with the ability to motivate and collaborate with groups working remotely.
- Resilience: Ability to work independently and remotely, setting direction and retaining momentum
Read More>>>How Advanced Excel Skills Can Help You Get Promoted and Earn More
How to Apply
The post Executive Officer Job Umi Fund appeared first on Corporate Staffing Services.