We are looking for a passionate, organized and process-oriented individual to administer and coordinate our US-based operations. This is a perfect role for a professional in administrative management who is energized by working long-term on the operational side of a small sustainability nonprofit, or who is interested in systems change and eventually stepping into a delivery role.
Working closely with our US Managing Director, you will have a bird’s eye view of nonprofit management and stakeholder engagement. We are in search of a dynamic individual to take the reins and keep our team functioning like a well-oiled machine. In this position, you will have the unique opportunity to be on the forefront of continuing to build an amazing culture and working with a globally distributed team. Our team coordinator is a shape-shifter that dives into a dozen different roles a day and is a creative and forward thinking team member.
About the Role
The Executive Assistant and US Team Coordinator will support our growing US team by providing a highly effective and seamless administrative and executive function across the team. Reporting to the Managing Director of Forum for the Future US, the Executive Assistant and US Office Coordinator will support our growing team primarily through (1) supporting our US Director with stakeholder engagement and governance including scheduling, travel arrangements, internal and external engagement and other support; (2) managing financial, technology and other systems to help our mostly virtual office run efficiently and effectively; (3) supporting aspects of our marketing and communications, including organizing events; coordinating speaking engagements; supporting material development; and liaising with media when necessary; (4) supporting a fun, dynamic and collaborative team environment (virtual and in-person) and (5) supporting projects as needed.
We are looking for someone who will be accountable for:
Full preparation of and support for the US Managing Director’s schedule enabling effective use of her time.
Effective and timely support for Forum’s US team and partners, including, but not limited to, around scheduling, travel, material development, etc.
Efficient and effective running of the US office by working collaboratively with HR and Finance teams to manage financial, technology and other systems and processes.
Contact information is kept current, with restricted storage of sensitive information, and a good bank of essential information established. Expenses are carefully managed and good records kept. Invoices are raised in a timely manner with supporting documentation.
Delegated projects are delivered to budget, on time and in support of set objectives.
Events and program logistics are delivered and managed smoothly, effectively and collaboratively.
Our remote and physical office space (once the world returns to physical office work) is supportive of a fun, dynamic and collaborative team environment.
You are a professional in administrative management and enjoys working with people from different cultures and across geographies and your preferred ways of working are embodied by Forum’s values (being courageous, adaptive, empathetic, inquisitive, playful and respectful).
We recognize and value diverse experiences that people bring to work. We are keen to hear from people from any relevant professional background who believe in our purpose, share our values, and will bring their skills and desire to enact change.
To thrive in this role you will be:
You have relevant experience in administrative/ organisation capacity in a professional working environment, including:
Liaising with and managing relationships with external and senior stakeholders, coordinating quickly and communicating professionally
Scheduling calendar commitments and travel arrangements
Administering financial transactions and tracking financial data
Writing and editing communications
Assist with research and editing of presentations
Designing and managing program/project management systems and processes – coordinating staff, building budgets and managing timelines
Building / office management including coordinating with vendors and implementing systems
Proficient in MS Outlook and Office, Excel, CRM and other databases
Event planning and execution (not required but a bonus)
Naturally organized with experience of designing efficient and effective processes and practices
Excellent writing and editing skills, including drafting correspondence and communication materials, tailoring language and style to different audiences.
Good financial planning skills with experience working with Excel
Fluency in written and spoken English
You are extremely organized and have a keen eye for detail
You are motivated to complete administrative tasks while proactively coming up with practical solutions to challenges
You are passionate about building capacity and maintaining effective systems and tools for a growing office
You are able and willing to learn new tasks and software as required
You are comfortable working with resource constraints in a fast-paced, dynamic environment
You are able to work independently managing multiple tasks, meeting deadlines, as well as work with your manager to prioritize tasks
You have strong interpersonal skills; able to build, manage and influence relationships with people at all levels - both within the organization and with external stakeholders
You love building happy and well-functioning teams, and thinking about ways to build team culture
You are passionate about sustainable development, and want to be part of a mission-driven organization
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