Admin & Office

Administrative Assistant.

Full Time

Who We Are

Co-Impact is a global philanthropic collaborative that supports locally rooted coalitions in the Global South to transform underlying systems and achieve impact at scale, with a core focus on advancing intersectional gender equality and women’s leadership. We bring together funders from around the world to invest in initiatives that are working to improve education, health, and economic opportunity for millions of women, men, and children, addressing underlying conditions that perpetuate social inequities so that systems better serve everyone. Building on our experience to date, as well as that of civil society, government, market actors, and philanthropic partners, we are now developing a second fund focused on advancing gender-equitable systems change at scale and women’s leadership globally. For more information, please visit www.co-impact.org and take a look at our Handbook.

Co-Impact currently operates as a fiscally sponsored project of New Venture Fund (NVF). Over the next year, Co-Impact will be expanding to build a second fund focused on gender equality and women’s leadership and changing our operating structure so that we spin out from NVF and build an independent institution.

Where You Fit

As Administrative Assistant, you will provide administrative, operational, and programmatic support to our Africa regional office team members including the Regional Director, Africa, the Director, Advocacy and Communications, and other Program staff. The Administrative Assistant will report to the Regional Director. We are in the process of building out our Africa regional office in Kenya so this role requires high-level of flexibility and adaptability.

The ideal candidate must have significant experience managing administrative duties while juggling multiple tasks. Your role will work in collaboration with the other members of the administrative support team to ensure the coordination of the team’s overall workflow. As an Administrative Assistant, you will need to demonstrate excellent administrative and organizational skills, robust problem-solving skills, excellent interpersonal and communication skills, a high level of personal initiative, and a kind and collaborative spirit and supportive approach, including the ability to work well in a distributed, diverse, deep-thinking, and fast-paced environment.

You bring a commitment to feminist values, gender equality, inclusion, and justice, and to enduring systems change at scale, as well as an abiding curiosity and humility and desire to learn. You are motivated by looking for root causes, seeking justice and solving social problems at the systems level and at scale.

The Role

As part of the Co-Impact team, core responsibilities include but are not limited to the following:

Assist the Africa regional office with administrative support such as calendar management, complex scheduling, drafting internal and external communications, coordination and logistics for important meetings/workshops/events, gathering and organizing briefing materials in advance of key meetings, helping as requested with expense reporting and travel arrangements, etc.
Support and work with other assistants on the team to coordinate work across the regions, maintain the overall team calendar, including complex program and team-wide scheduling; as well as project management such as ensuring visible key points in the year; managing reminders for document review and key meetings; managing logistics for various program-related projects and special events, managing key milestones, and reporting requirements for ongoing grants, etc.
Participate in ongoing reflection and improvements to Co-Impact’s approach and execution including our support model towards achieving shared goals.
Supporting the Africa regional office team as needed, as well as participating in special projects as they arise.
Other reasonable responsibilities as assigned by your manager.
This role may include minimal travel (once COVID permits).
Organization: Exceptional, proven ability to effectively organize, prioritize, and execute with high quality on a wide breadth of tasks, from multiple supervisors, of varying timelines and priority.
Sound analysis and judgment: Ability to listen well, integrating gender analysis, evidence, and strong logical analysis, while seeing perspectives from different sides, resulting in strong recommendations and judgements based on values and principles balancing data, experience, and risk.
Working with people: Experience contributing to and managing collaborative teams to work productively, effectively, and inclusively towards shared goals.
Supporting colleagues and senior leaders: History of thriving in a role where your success is highly dependent on your team’s success, where your first responsibility is to provide outstanding leverage and support to your colleagues, including successfully and smoothly “managing upwards” by helping to guide and set-up things for your manager to be efficient and effective.
Managing action with purpose and values: Ability to work with colleagues and get things done in accordance with core purpose and values.
Process management and results orientation: Strong project management skills, deadline management, sense of responsibility and accountability, the ability to manage multiple responsibilities, adjust and adapt along the way.
Interpersonal savvy: Great at making and fostering relationships inside and outside the organization, keen intercultural appreciation, inclusive style, comfortable around senior leaders, can represent Co-Impact well.
Learning orientation: Humble and intellectually curious; seek and work with evidence, demonstrated openness to new ideas and a diversity of perspectives; unafraid to admit and learn from failure.
Strong moral compass: Impeccable personal ethics and integrity, kind and caring.
Proficiency with core business tools: Strong proficiency in Microsoft Word, Outlook, PowerPoint, and Excel.
Communications: Exceptional ability to write and communicate ideas concisely and with clarity. Excellent oral communication skills, including the ability to work effectively in a multicultural environment.
Global flexibility: Given global nature of organization working across time zones, a willingness to be flexible with working hours, work remotely and periodically undertake international travel (once COVID permits).
Perspective: Sense of humor and ability not to take oneself too seriously

Qualifications and Experience

Bachelor’s degree and relevant experience.
Excellent computer skills, proficient in Microsoft Office and other software tools (e.g., project management software, database software, contact management systems, contract and grants management software) for managing a range of business process.
Excellent listening and communication skills with sensitivity to cultural communication differences.
High level of self-motivation and at ease working autonomously when necessary.
Proactively identifies opportunities to streamline, improve and innovate effective business processes and systems.
Attentive to detail and ability to reliably stay on top of a range of tasks and projects.
Professional and diplomatic manner and disposition in interacting with program partners, donors, external partners and senior management, co-workers, and the general public; shows discretion in handling confidential material.
Fluency in English required; fluency in a second or more languages strongly desired