| Description |
The EU Program Coordinator will be based in London but will support the Oceans European Program staff based in both the United States and Europe.
The Program Coordinator plays a key role by providing administrative and logistical support to the team and ensuring smooth operation of day-to-day activities.
We are seeking a highly organized self-starter who is able to apply independent judgment to effectively plan office activities and prioritize workloads in a challenging but rewarding office environment.
Key Responsibilities
Administrative Support
- Manage the EU Program Director’s diary, which requires regular management of her Outlook calendar, contacts and appointments
- Coordinate logistics for internal and external meetings and events for the Director and wider team (including setting up phone conference lines, booking video conferencing, arranging meeting rooms, etc.) and prepare supporting documentation, including agendas, minute taking and coordinate any follow-up.
- Coordinate all logistics for EU team domestic and international travel; ensure team members are prepared by providing detailed itinerary listing for all transportation, hotel and meeting arrangements prior to travel.
- Act as a liaison with other departments within the organization as well as with external organizations, as required.
- Coordinate information requests from team members, programs and/or departments and ensure requests are met according to deadlines.
- Type, edit and format general correspondence, memos, charts, tables, graphs, etc. Ensure timeliness, consistency and quality in all work products.
- Other additional administrative and research tasks as needed
Project Tracking, Contract and Budget Management
- Administer contracts for consultants, including assistance in drafting contracts across various countries, currencies etc.
- Process expense reports and invoices
- Track expenses against budgets.
- Assist in monthly process of forecasting future spend.
- Close liaison required with the Accounting Department (to ensure payments of contracts are carried out) and with program staff and consultants (to ensure contract obligations are fulfilled).
- Work with the Program Director and Program Manager to track status of all pertinent projects and programs, including proposals, contracts, and reports.
Qualifications
- At least four years’ experience as a Program Coordinator/Team assistant.
- Proactive attitude, ability to take initiative and work independently to run the office and solve problems in an efficient and effective manner.
- Excellent interpersonal skills and ability to interface well with all programs/departments in the organization and to represent the Oceans Program in a highly professional manner.
- Excellent written and oral communication skills. Must be very well organized, motivated, and detail-oriented.
- Ability to prioritize workloads in a busy office environment.
- Ability to work to tight deadlines and deliver work to time and to a high standard.
- Ability to demonstrate poise, tact, and diplomacy. Must handle confidential and sensitive information in a professional manner.
- Ability to work in a team setting and also to work independently with minimal supervision.
- Highly proficient computer skills, including working knowledge of MS Office Outlook, Word, and Excel.
- Experience with budgeting, accounting and/or bookkeeping or ability to very quickly get up to speed with office operations.
- Fluency in a second European language preferred.
- Interest and/or experience in environmental advocacy preferred.
- Legal ability to work in the UK required.
Location
This position will be located in London, UK.
Start Date
This position will begin as soon as possible.
Due to the volume of employment applications and queries received, EDF is unable to respond to each application individually. Applicants will be contacted directly if selected as a candidate.
Environmental Defense Fund is an Equal Opportunity Employer
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