Executive Officer Job Umi Fund

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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.

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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

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How to Apply

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