The Executive Coordinator reports to and directly supports the Global Head of Policy and Public Funding (PPF). As an integral member of the team supporting the Global Head, the Executive Coordinator will work closely with them and the PPF management team to ensure the most strategic, efficient, and best of the Global Head’s time through performing a variety of high-level strategic and administrative responsibilities.
The Coordinator to the Global Head of Policy and Public Funding will perform a variety of high level administrative tasks, which may include budget preparation and tracking, domestic and international travel arrangements, meeting logistics, reporting and tracking information, and scheduling for a member of the Executive Leadership Team.
The Coordinator is responsible for maintaining the Global Head’s calendar to include regularly scheduled staff engagements and their participation in complex external events. They will track attendance, document and distribute meeting notes, develop agendas, collect and compile briefing materials, complete required registrations and provide input to the Global Head on strategic engagement. They will coordinate all travel arrangements (transportation, lodging, facilitating required travel documents, etc.) in partnership with both internal and external partners and contacts and update the Executive’s calendar in real time and track schedule changes and business needs.
They will create, oversee, and work to consistently improve communications to all members within the business unit and beyond. The Coordinator will have access to the Global Head’s inbox and may be tasked with prioritizing required and strategic responses and drafting responses. They will also coordinate with the Associate Director of Communications on drafting and preparing relevant presentations and speaking events.
They may provide operational support to the executive, such as recruiting and other HR support, creating/submitting financial and technical reports, and analyzing key data to ensure efficient management. The Coordinator will provide guidance in satisfying requirements based on extensive knowledge of policies and procedures. They will manage operational program guidelines and modify processes to achieve results, improve workflow, and solve problems. They will provide advice, recommendations, and training related to needs of executive. They must have advanced knowledge of the systems and resources utilized by the program in order to provide support. They will work in close cooperation with senior managers, staff, trustees, board of directors, and donors, as well as customers, vendors and business relations. They will manage diverse tasks, analyze situations, evaluate alternatives, project outcomes, and implement solutions in order to improve effectiveness. They will take on additional duties to enhance the work of the team. Such duties may include, but are not limited to, a more significant role in developing documentation, creating executive presentations, and enhancing the systems and tools used by the team.
Specifically, the Executive Coordinator will:
- Maintain accountability for strategic goals related to functional area;
- Act independently and in supervisor’s stead as needed, exercising independent judgment to identify and solve complex problems;
- Develop and implement new initiatives that will ensure department and organization-wide goals and strategies are achieved;
- Ensure programmatic commitments, Conservancy policies and procedures, financial standards, and legal requirements are met and managed for compliance; decisions may bind the organization financially or legally.
- Assist with the development of and work within a budget; negotiate and contract with vendors;
- Maintain confidentiality of frequently sensitive and emotionally charged information;
- Manage and implement multiple projects, including managing budget, setting deadlines and ensuring accountability;
- May manage or participate in complex negotiations;
- May supervise one or more administrative or professional staff, including training and professional development;
- Travel occasionally, working flexible hours, as needed;
- Work is diversified and may not always fall under established practices and guidelines;
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
