SUMMARY
Provide administrative and organizational support for a conservation-related program or project including administrative support to the Director and/or senior staff. Organize conference calls, team/committee meetings, trainings, workshops, social events and manage agendas, logistics, minutes, and reporting. Manage travel arrangements and the department calendar. Support training and learning events including communications, travel logistics, venue oversight, and processing travel reimbursements and related event expenses. Support overall program communications including drafting memos, presentations, conducting and compiling research. Maintain the program website and post documents, fact sheets, FAQ, and related information updates.
KEY RESPONSIBILITIES
- Supporting the Founding Managing Director and core Great Peoples Forest (GPF) team with administrative tasks and internal operations such as file management
- Supporting grant management, stewardship and coordinating contact with Founding Implementing Partners
- Taking minutes and recording actions from meetings, tracking project actions, following up with team members for updates, and recording this in a project tracker
- Diary management, organizing team meetings and organizing board meetings for the GPF Executive
- Supporting and coordinating in-person meetings and events (e.g. partner convenings - at least 4x a year), including collating agendas and attendee lists, booking travel, accommodation, and meeting rooms
- Support with fundraising bids.
PEOPLE AND RESOURCE MANAGEMENT RESPONSIBILITIES
- Does not manage staff but assists peers and may direct the work of interns, volunteers, contractors, and others.
- Does not have authority to allocate resources or approve budget expenditures.
QUALIFICATIONS
- Secondary School education.
- 2 - 4 years of related work experience, preferably in the conservation, NGO, or advocacy arena.
- Strong written and verbal communication skills. Solid attention to detail and proofreading skills.
- Ability to function well in a multicultural, diverse, and fast-paced work team environment.
- Comfortable managing multiple duties and adapting to changing priorities.
- Service focus. Courteous, tactful, and proven ability to work effectively with others.
- Ability to work under general supervision and take initiative to solve problems under supervisor direction.
- Bachelor’s degree or up to four years of college-level work, preferred.
ADDITIONAL QUALIFICATIONS
- Highly organized
- Proactive, with the ability to take ownership of tasks.
- Collaborative and confident, with the ability to coordinate a range of team members.
- Strong relationship skills and appreciation for different cultural norms and practices
- Strong attention to detail, with the ability to proof, format and standardize documents such as grant agreements, meeting agendas, funding proposals, minutes, and action trackers.
- Experience working with senior leaders and can multi-task
WORKING CONDITIONS
- Typical office environment. May need to work extended hours as needed.
- Work across different time-zones in Asia-Pacific region.
