Job Title: Executive Administrator, Global Greengrants Fund UK.

Location: Remote or hybrid working within the UK; individuals will be required to attend episodic in-person office days in London as needed and prescribed by the organisation. This role requires applicants to be able to show that they have the right to work in the UK.

Team: The Executive Administrator in the present accountability structures is line managed by the Executive Director.

About Global Greengrants Fund UK

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 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 grant making programme and strategic collaboration at the senior leadership level. GGF UK consists of thirteen staff members working on fundraising and influencing philanthropy; finance; communications; and operations, with all of these functions operating autonomously but in close collaboration with their US counterpart functions.

In 2024, Global Greengrants Fund is amid a strategic 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. We have experienced tremendous growth over the past two years and we are thoughtfully, yet rapidly, growing our annual grant making, our philanthropic advocacy, and our global partnerships and collaborations to new levels. This includes creating a globally networked learning organisation and transforming our organisational culture to be more collaborative and self-steering – we call this our transformational journey. The Executive Administrator needs to understand the challenges and opportunities that come with these transformations and can remain flexible, steady, and adaptable.

About the role

The Executive Administrator plays a crucial role in offering strategic and administrative support to the leadership and governance of the organisation, working closely with the Executive Director, Director of Philanthropic Partnerships, Director of Finance and Operations and other team members as required to provide high-quality strategic, administrative and communications support to the organisation. The Executive Administrator works closely with the ED and the leadership team as their trusted strategic partner and advisor who also has administrative responsibilities. They build strong relationships across the organization and GGF’s network, to help influence outcomes and maintain momentum of primarily the ED’s agenda. They ensure the ED and the leadership team is organized, prepared, and focuses their time on strategic priorities. The Executive Administrator will build strong relationships across GGF’s global team.

What you'll do

• Provide support to the Executive Director’s agenda, by managing and prioritising a range of key administrative tasks and processes, including supporting with correspondence, handling confidential information, taking minutes, and providing and collating information as needed, such as briefings and meeting preparatory materials.

• Organize and leverage ED’s time effectively, drive and oversee strategic calendaring; handle and maintain detailed meeting coordination.

• Maintain quality control over information and communications to reduce reactivity; anticipate the needs of the ED and work to solve problems before they occur.

• Oversee large, often cross-functional, organization-wide projects or initiatives; bring together important stakeholders and help drive decisions.

• Manage research and advance planning for the ED.

• Identify and manage priorities and critical issues that require the attention of the ED, including through monitoring the ED’s email.

• Occasional support as may be needed with the coordination and administration of other internal and external meetings, including some international meetings.

• Ensure effective diary management for the Executive Director, with support to the Director of Philanthropic Partnerships, Director of Finance and Operations, and occasionally other team members as required.

• Oversee booking travel and accommodation arrangements for the Executive Director, Trustees, and other senior leadership across GGF UK and US as required. Support with organising the Executive Director’s travel plans, including visas, passports, bookings, meetings, production of travel packs.

• Support the Executive Director in managing the Board of Trustees, Sub-committees, and Joint Boards cycle of meetings, including support with travel and other logistical arrangements; agenda setting; facilitating the preparation of board papers; obtaining relevant information and supporting with minute-taking. 

• Liaise with the Board of Trustees and the Board of Directors and other stakeholders in a professional, tactful, collaborative manner.

• Provide exceptional written/verbal communication in English and can communicate in the ED’s “written voice” when composing email correspondence on their behalf.

Qualifications

Essential Values and Competencies

• Commitment to the guiding principles, mission, and values of the Global Greengrants Fund

• Transparency and Accountability.

• Critical thinking, analysis, and proactivity.

• Build strong Interpersonal relations from the role - across both organisations (up, down and across and externally).

• Influencing & resolving differences across boundaries.

• Self-awareness and insight.

Essential Knowledge, Skills, Abilities and Experience:

• Significant relevant experience in a similar high visibility role in a similar organisation.

• Demonstrated experience in a non-profit organization, including interaction with Board of Trustees and Directors and donors.

• A creative, solution-oriented problem-solver, with outstanding prioritisation and time management skills

• Excellent organisation skills with extensive experience in project and program management, ability to develop, monitor, and evaluate an operational plan with multiple projects, multiple deliverables, and deadlines; ability to plan, organize, and lead the implementation of plans and processes.

• Experience researching an array of topics and translating into succinct, relevant reporting and communication.

• Meticulous with exceptionally strong follow-up and follow-through skills.

• Excellent interpersonal understanding, relationship building, and interpersonal skills to build strong alliances with diverse constituencies.

• Experience working with diverse communities from multiple identities across the globe, in a virtual environment.

• Fluency in English and proficiency in other languages are preferred.

• Writing, proofing, and editing skills. Ability to adjust tone and style to address a variety of audiences appropriately.

• Strong expertise in using 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, Adobe).

• Ability to travel within the UK and the rest of the world, including regular in-person days in the UK and annual global staff retreats (approx. 2 weeks per year). 

Desirable Knowledge, Skills, Abilities and Experience

• Relevant lived experiences related to GGF’s work and community.

• Experience of shared leadership models of work, and more collaborative ways of working.

• Understanding of and interest in Global Greengrants Fund’s work and environmental and climate justice, human rights, and philanthropy.

• Knowledge and understanding of the Global South grassroots movements.