Job Title: Executive Assistant to Vice President of Programs, Global Greengrants Fund

Workband: A

Location: Remote/Global. Candidates must be based within approximately ±2 hours of GMT to support collaboration across time zones. With a preference for candidates from the global majority countries (noting that as this is a GGF Inc. hire we won't be able to consider UK based candidates at this time). You must have the legal right to work where you are located.

Team: The Executive Assistant in the present accountability structures is line managed by the Vice President of Programs and is a member of the Programs team, providing dedicated administrative and coordination support to the VP Programs while building and working in collaborative ways.

About Global Greengrants Fund

Global Greengrants Fund (GGF) supports grassroots activists and civil society organisations around the world working to address environmental and social justice in over 160 countries.  GGF applies a participatory and decentralised model in making grants to grassroots groups through regional and thematic boards of advisors, global partner networks, and independent funds, to support grassroots environmental and social justice action. Global Greengrants Fund believes solutions to environmental harm and social injustice come from people whose lives are most impacted. Every day, our global network of people on the frontlines and donors comes together to support communities to protect their ways of life and our planet. Because when local people have a say in the health of their food, water, and resources, they are forces for change. 

Global Greengrants Fund comprises two organisations located in the USA, Global Greengrants Fund Inc. (established in 1993), and Global Greengrants Fund UK (established in 2012). The two organisations work closely together with a shared grantmaking programme and strategic collaboration at the senior leadership level.

In 2026, Global Greengrants Fund is amid a transformative journey in which we collectively centre our values, including diversity, equity, and inclusion, and organisational care in our work, and to rediscover our identity and potential after 30 years of work.

Executive Assistant  

The Executive Assistant provides high-level dedicated administrative and operational support to the Vice President of Programs, coordinating closely with colleagues across Programs and other teams to ensure priorities and commitments are well managed.The Executive Assistant will perform administrative functions including preparing correspondence, handling confidential information, taking notes at meetings, and supporting day-to-day coordination.

They will be responsible for calendar management (arranging calls and meetings across multiple time zones), travel logistics, establishing and maintaining filing systems, handling information requests, and occasionally conducting research.

Major duties and responsibilities:

• Serves as a point of contact for internal and external communications to the VP Programs office.
• Manages an extremely active calendar of appointments and bookings for the VP Programs.
• Manages and schedules internal and external meetings, working closely with other administrative and support staff in many cases.
• Coordinates logistics and scheduling for relevant advisory board meetings, leadership meetings, retreats, and other program-related convenings.
• Writes, edits, and prepares correspondence and documents for the VP Programs, advisory boards, and colleagues.
• Provides research and background information for meetings and presentations as necessary.
• Provides administrative preparations, scribing, and reporting for numerous meetings.
• Maintains organized filing systems and shared documentation.
• Manages domestic and international travel logistics, including bookings, visas, and accommodation. Prepares documents and itineraries for travel meetings.
• Prepares and reconciles the VP Programs’ expense reports.
• Prioritizes conflicting needs, acts promptly, and sees projects through to successful completion, often under tight and competing deadlines.
• Tracks action items and deadlines to support timely follow-up.
• Maintains confidentiality in all matters.
• Undertakes special projects and other duties as assigned.

Essential Values and Competencies

• Commitment to the guiding principles, mission, and values of Global Greengrants Fund
• Transparency and accountability
• Critical thinking, analysis, and proactivity
• Build strong interpersonal relations from the role – across both organizations (up, down, and across and externally)
• Influencing & resolving differences across boundaries
• Self-awareness and insight
• Discretion and sound judgment when handling confidential information

Essential Knowledge, Skills, Abilities, and Experience

• Significant relevant experience supporting a senior leader or executive in a similar organization.
• Excellent organization skills with extensive experience managing multiple priorities, projects, and deadlines.
• Meticulous with exceptionally strong follow-up and follow-through skills.
• Experience managing complex calendars and coordinating meetings across international time zones.
• Experience arranging domestic and international travel.
• Strong writing, proof reading, and editing skills. Ability to adjust tone and style to address a variety of audiences appropriately.
• Excellent interpersonal and communication skills.
• Experience working with diverse communities from multiple identities across the globe, in a virtual environment.
• Ability to work under high-pressure situations and meet tight deadlines.
• Expertise in the use of various software and a high level of computer literacy (MS Office Suite, Google Apps, instant messaging, and virtual team collaboration software such as Trello, Zoom, Slack, Asana, Egnyte, and similar tools).
• English fluency required; additional languages preferred.
• Ability to travel internationally (approx. 2–4 weeks per year).

Desirable Knowledge, Skills, Abilities, and Experience

• Relevant lived experiences related to GGF’s work and community.
• Experience in nonprofit, philanthropy, or grantmaking environments.
• Experience supporting advisory boards or governance bodies.
• Familiarity with environmental, climate justice, feminist or grassroots movement work.
• Experience working in remote and globally distributed teams