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Programme Coordinator

2 months ago

London, Greater London, United Kingdom Oak Foundation Full time

Job Title: Programme Coordinator & Executive Assistant


About Oak Foundation:


Oak Foundation is a global philanthropic organization that addresses issues of global, social, and environmental concern. We support organizations in approximately 40 countries worldwide, working to create a safer, fairer, and more sustainable world.


Job Description:


We are seeking a highly organized and detail-oriented Programme Coordinator & Executive Assistant to support our Issues Affecting Women Programme team and London-based Trustees. The successful candidate will provide administrative support, manage grants, and coordinate events.


Key Responsibilities:


  • Grant-making:
    • Master grant-making tools, including the grant management system, to facilitate team management of the grant-making process.
    • Develop a deep understanding of the grant portfolio to support execution of the overall strategy.
  • Communications:
    • Work with the Communications Department to prepare and pull together material for presentations, briefings, and background material as required.
    • Manage a communications plan for the programme, including preparing and coordinating material and presentations for board meetings, events, meetings, and team calls.
  • Scheduling:
    • Manage the Director's and team's schedule and movements, including coordinating all activities, arranging meetings, and coordinating travel.
    • Help track and support meeting deadlines.
  • Team calendar:
    • Maintain overall team calendar for planning purposes.
  • Administration:
    • Provide administrative support to the team and office, including organizing and maintaining files, submitting expenses, and logging documents with response deadlines.
    • Other administrative tasks as assigned.
  • Meetings:
    • Attend various meetings with internal and external parties; take notes and follow up on action points as required.
  • Routine correspondence:
    • Draft routine correspondence, including various programme reports and other briefings.
  • Contracts and payments:
    • Provide support in drafting contracts and payments, and liaise with third-party providers on various issues.
    • Maintain a roster of consultants and keep a record of staff satisfaction with work completed.
  • Events planning:
    • Coordinate team training activities and meetings, including organizing invitations to participants and room setup.
    • Provide other back-office support as needed.
  • Recruitment:
    • Follow up with candidates at all stages of the recruitment process in liaison with the HR team.


Additional Support Tasks:


  • Perform reception duties, meeting and greeting visitors for the Trustees and the IAWP programme.
  • Advise staff visiting from other offices about arrangements for visiting London.
  • Set up the office for newcomers in the IAWP team, arranging desks, IT devices, and stationery.
  • Act as backup to others in the London office for office management tasks.


Requirements:


  • University degree or equivalent experience.
  • Approximately 5 years in a comparable role.
  • Excellent organizational skills, high level of discretion, and attention to detail.
  • Advanced fluency/first-language level knowledge of English, additional languages a plus.
  • Polyvalent, enjoy working on multiple projects, and able to juggle competing priorities.
  • Can-do attitude, positive, and resourceful.
  • Results-oriented, and prompt to anticipate needs, proactive.
  • Ability to work independently and under pressure.
  • Commitment to the continuous improvement of personal and organization-wide results.
  • Team player and enjoy working with multi-cultural teams across the globe.
  • Good with numbers and budgets.
  • Ability to manage and adapt to rapidly evolving communication and document management technologies.
  • Experience with database programs, and proficient in Microsoft Office Suite.
  • Dynamic personality with a sense of humor.
  • Committed to Oak's organizational values.


How to Apply:


If you are a highly organized and detail-oriented individual with a passion for supporting social causes, please submit your CV and motivation letter to us. We look forward to hearing from you.