Background
The
Urban Movement Innovation Fund (UMI Fund) is a donor collaborative dedicated to
strengthening the climate movement by supporting community-led and frontline
organisations, grassroots initiatives, and innovative climate solutions. They
connect funders and grantees, amplify impactful climate work, and drive
collaboration across sectors.
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.
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
How to Apply
