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Programme Coordinator, Grants and Operations

2 months ago

London, Greater London, United Kingdom Oak Foundation Full time
Job Summary

We are seeking a highly organized and detail-oriented Programme Coordinator, Grants and Operations to join our team at Oak Foundation. The successful candidate will provide administrative support to the Trustees and Programme Team, ensuring the seamless execution of grants and operations.

Key Responsibilities
  • Process discretionary grants for Trustees by liaising with organizations, collecting necessary documentation, and coordinating with the Oak grant management team.
  • Assist Trustees with external contacts, including prioritizing correspondence and phone inquiries, drafting responses as necessary, and managing workflow emerging from these contacts.
  • Schedule and coordinate Trustee appointments, meetings, and travel itineraries, including the preparation of background materials, arranging meetings and events, and ensuring appropriate follow-up of decisions and agreements.
  • Support the Issues Affecting Women Programme team (approximately 70%) by mastering grant-making tools, scheduling, and administration.
  • Manage the Director's and team's schedule and movements, including coordinating all activities, arranging meetings, and coordinating travel.
  • Maintain overall team calendar for planning purposes.
  • Provide administrative support to the team, including organizing and maintaining files, submitting expenses, and logging documents with response deadlines.
  • Coordinate team training activities and meetings, including organizing invitations to participants and room setup.
  • Perform reception duties by meeting and greeting visitors for the Trustees and Programme Team.
  • Set up the office for newcomers in the Programme Team, arranging desks, IT devices, and stationery.
  • Act as backup to others in the London office for office management tasks.
Requirements
  • Advanced fluency/first-language level knowledge of English, additional languages a plus.
  • Polyvalent, enjoy working on multiple projects, and able to juggle competing priorities.
  • Ability to manage and adapt to rapidly evolving communication and document management technologies.
  • Experience with database programs and proficiency in Microsoft Office Suite.
  • Interest in issues affecting women.