Executive Coordinator at Nature Conservancy

JOB DESCRIPTION

The Executive Coordinator to the Africa RMD will be responsible for providing direct support to the Africa Region Regional Managing Director and may also support other senior managers within the region as well as take on some direct project management for tasks under the Africa RMD. Reporting to the Africa Regional Managing Director, the position will be based at the Africa Regional office in Nairobi, Kenya

ESSENTIAL FUNCTIONS

The Executive Coordinator to the Africa RMD will perform a variety of high-level administrative tasks including domestic and international travel arrangements, meeting logistics, reporting and tracking information, and scheduling for the regional managing director. They will create, oversee, and work to consistently improve communications to all members within the region and other parts of the Conservancy. They will provide operational support to the executive, such as scheduling, travel, support with recruiting and other HR support, regional strategy review scheduling and follow-up, creating/submitting financial and technical reports, weekly leadership team calls and other duties to ensure efficient management. The Executive 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 the needs of executive. They must have advanced knowledge of the systems and resources utilized by the region in order to provide support. The Executive Coordinator will work in close cooperation with senior managers, staff, trustees, board of directors, and donors, as well as vendors and business relations. They will manage diverse tasks, analyze situations, evaluate alternatives, project outcomes, and implement solutions in order to improve effectiveness

RESPONSIBILITIES AND SCOPE

1. Facilitate effective coordination between the RMD and the Africa Development and External Affairs teams and other fundraising teams across the organization on meetings, proposals, and other business.
2. Assist the RMD in managing weekly activities and follow up
3. Assist RMD with expense reporting.
4. Support Africa Leadership Team weekly calls, including agenda development and follow-up.
5. Facilitate project and strategy reviews in close cooperation with the RMD and the Africa Director of Conservation
6. Coordinate with the EA or Chief of Staff of the Chief Conservation Officer on key workstreams that involve the Africa Region RMD (full cost budgeting, SCA priorities, Conservation Team, RMD Team, etc.).
7. Provide support for new staff interviews for key positions.
8. Ensure the RMD’s travel schedule is known to key individuals identified by the RMD.
9. Maintain accountability for strategic goals related to functional area.
10. Act independently and in supervisor’s stead as needed, exercising independent judgment to identify and solve complex problems.
11. Develop and implement new initiatives that will ensure department and organization-wide goals and strategies are achieved
12. 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.
13. Assist with the development of and work within a budget; negotiate and contract with vendors.
14. Maintain confidentiality of frequently sensitive and emotionally charged information
15. Manage and implement multiple projects, including managing budget, setting deadlines, and ensuring accountability.
16. May manage or participate in complex negotiations.
17. Travel occasionally, working long and flexible hours, as needed.
18. Work is diversified and may not always fall under established practices and guidelines.
19. Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain

MINIMUM QUALIFICATIONS

1. Bachelor’s degree and 5 years related experience or equivalent combination, including 2 years providing direct administrative support to a senior manager;
2. Experience managing and implementing multiple projects;
3. Excellent communications and detail management skills;
4. Experience with current technology in relevant field;
5. Experience working with a wide range of people, such as board of directors, donors, volunteers, and/or all levels of staff across multiple geographies and time zones
6. Experience negotiating agreements
7. Experience working with cross-functional teams.

DESIRED QUALIFICATIONS

1. Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
2. Ability to manage and implement complex processes and diverse activities;
3. Ability to work in partnership with others in a collaborative role;
4. Advanced knowledge in current and evolving technology utilized by program;
5. Demonstrated ability to conceive and write creatively for various audiences;
6. Proficiency in interpreting guidelines and manipulating, analyzing, and interpreting data;
7. Strong organization, planning, and problem-solving skills; and/or
8. Successful experience implementing strategic program goals