Are you a “getting things done” person who enjoys and takes pride in handling logistics and managing administrative systems?
Are you a responsible, motivated and flexible individual who works well in a virtual office environment but looks forward to face time with colleagues?
Are you curious, open to learning, a good listener and problem solver?
Are you looking to use your skills to work with a small non-profit working to make a difference?
Then join the Africa Grantmakers’ Affinity Group team!
The Africa Grantmakers’ Affinity Group (AGAG) is a project of the Tides Center. We are seeking an Administrative and Events Coordinator (AEC). This position is a virtual, full time, exempt position reporting to the AGAG Executive Director.
ABOUT THE ADMINISTRATIVE AND EVENTS COORDINATOR
The AEC plays a vital role in supporting the Executive Director in promoting AGAG’s mission and interacts with the Steering Committee, members, consultants, vendors, colleagues and staff of other philanthropy support organizations and the public.
The candidate must be located in the U.S on the east coast with easy access to Washington, DC via train. This position requires six to eight days annually of domestic travel to attend quarterly in-person staff meetings and staff events. There is no international travel anticipated for this position.
The AEC requires strong administrative, information management, organizing, and planning skills. Knowledge of standard grammar and punctuation, ability to manage several projects at once and attention to detail are important. Experience working virtually using video conference, screen share tools and cloud-based software and file storage is required.
The ideal candidate:
Has experience successfully working in a fast-paced virtual work environment
Has self-directed time management and communications skills
Works effectively alone and as part of a virtual team
Can handle simultaneous projects at different stages of completion
Is proactive in using the telephone and written communication
Is open to learning new tools to manage projects
Is self-accountable for deadlines and work product
Has a sense of humor and works well with others from diverse backgrounds
Is not easily flustered when the unanticipated occurs
Well organized and proactive individual with "can do" attitude
Takes the initiative to anticipate and resolve problems, ask questions and suggest alternative options
JOB DUTIES AND RESPONSIBILITIES
Maintain and update contact management systems (Airtable, Constant Contact)
Maintain and update project and program information
Maintain membership information, renewals, payments, surveys, and inquiries,
Schedule appointments and interviews using telephone, email, and SKYPE
Manage project-wide calendar for deadlines, events and proactively tracks and alerts Executive Director and others to upcoming deadlines
Organize and maintain electronic filing and reference system of project documents and information
Draft correspondence, proofread documents and update materials
Track budgets and produce basic finance reports
Manage calendar of the steering committee and other advisory groups meetings
Assist with logistics and planning for conferences, interviews and online and in-person meetings
Liaison with speakers, venue, and vendors
Manage conference registrations and process payments
Arrange travel and hotel arrangements for staff and speakers
Coordinate agenda sessions and event surveys
• Three to five years of related work experience in administration and events coordination • Undergraduate degree required • Proficient in writing, reading and speaking English • Accurate typing skills • Proficient in using Microsoft Word, Excel, PowerPoint, SKYPE, ZOOM. Google Suite (mail, docs) is required. Other software used include Base Camp (project management), Airtable (database), Constant Contact/MailChimp (newsletter), Typeform (forms and surveys). • Experience working in philanthropy helpful but not necessary • Able to work in the United States • Must have access to consistent, reliable high-speed Internet service
Telecommuting is allowed.
Additional Salary Information: Includes health, vision and dental benefits, paid vacation and holidays
About Africa Grantmakers' Affinity Group
The Africa Grantmakers' Affinity Group, a project of the Tides Center, works to promote robust, effective and responsive philanthropy to benefit African communities.