Executive Assistant, Philanthropic Collaboration

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Organization: Co-Impact
Job Type: Full-Time
Country: United Kingdom
Experience: Mid Career (3-5 years)
Languages: English
Category: Donor/Grants Management
Topic: Gender
Application Deadline: 17. January 2021

Job Description

We are looking for an Executive Assistant to provide direct operational and administrative support to the Chief Philanthropy Officer and the Philanthropy team, which is currently based in Europe and the US. The Executive Assistant will report to the Chief Philanthropy Officer and be responsible for providing the highest quality general administrative support to members of the team.

The successful candidate must have significant experience managing administrative duties for a senior executive while juggling multiple tasks. The successful candidate will have strong teamwork skills and demonstrate the highest discretion and diplomacy, integrity, excellent judgment, and respect in his or her relationships with colleagues and have excellent skills in communication and cross-cultural collaboration.

The Role

Core responsibilities will include, but are not limited to, the following:

  • Be responsible for all administrative tasks including calendar management, coordination for meetings and travel arrangements.
  • Maintain complex calendars for the Chief Philanthropy Officer and other senior members of the Philanthropy team, including scheduling and confirming meetings, reserving meeting rooms and organizing materials; working in close coordination with other assistants across the team to ensure that all team scheduling is well coordinated.
  • Research and prepare briefing materials in advance of meetings.
  • Take notes on calls and prepare follow-up communications as needed (draft emails).
  • Support with logistics for various projects and special (digital) events including tracking RSVPs and follow-ups.
  • Providing support and assistance in delivering materials for philanthropists and foundations. This includes writing, editing and proof-reading documents such as letters, invitations and program copy, reports, newsletters as well as emails and letters for day-to-day correspondence with philanthropists.
  • Maintaining and updating a tracking system of key interactions with funding partners and prospects.
  • Other tasks as required to support the work of the team.

Qualifications, Skills, and Experience

  • Bachelor’s degree and greater than five years of relevant experience.
  • Excellent written, verbal, organizational, analytical and interpersonal skills.
  • Excellent verbal and written English skills, experience working in English strongly preferred.
  • Excellent computer skills, proficient in Microsoft Office and other software tools (project management software, database software, contact management systems).
  • Excellent listening and communication skills with sensitivity to cultural communication differences.
  • Show discretion and ability to handle confidential issues.
  • High level of self-motivation and at ease working independently when necessary.
  • Poised and works well under pressure.
  • Attentive to detail and ability to prioritize and willingness to work simultaneously across a wide range of competing tasks and projects.
  • Professional and diplomatic manner and disposition in interacting with donors, external partners and senior management, co-workers and the general public.
  • Proactive, positive and can-do attitude as well as flexibility to adapt and change as Co-Impact develops as an organization.
  • Awareness and knowledge of the philanthropy sector preferred.
  • Minimal travel but may include some international travel.


This position is full-time. Annual salary will be GBP 40,000, plus generous holiday allowance, sick leave, medical and dental insurance, and other standard benefits generally offered in the UK.

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