Executive Officer Remote Job at (UMI Fund)

Background:

The Urban Movement Innovation Fund (UMI Fund) is a donor collaborative dedicated to strengthening the climate movement by supporting community-led and frontline organisations, grassroots initiatives, and innovative climate solutions. They connect funders and grantees, amplify impactful climate work, and drive collaboration across sectors. 

UMI Fund has a dynamic team, located in several countries across four continents. UMI Fund commits to promoting equitable employment practices and creating a positive work environment that reflects our values, fosters diversity and inclusion, and encourages work life balance. They value equity and justice, and, as such, we are seeking an individual who aligns with their values.

Description:

The Executive Officer will work directly with and provide high-level support to the Special Projects Director (SPD), as well as assist the Senior Leadership Team (SLT) as required. This role requires a high level of professionalism, adaptability, and the ability to handle a wide range of responsibilities with precision and discretion, as well as exceptional organisational skills, proactivity, and independence. The ability to handle sensitive and confidential information with discretion is a key requirement for the role.

Confidentiality, integrity, and professionalism are essential to this role, as the Executive Officer will handle sensitive information and serve as a trusted liaison between the Special Projects Director, other senior leaders, and key internal and external stakeholders.

The Executive Officer reports to the Special Project Director and acts as a crucial link between the director and relevant stakeholders, in particular the members of the climate re-grantors community.

Main responsibilities

Calendar management

• Manage and maintain the SPD calendar, scheduling meetings, appointments, and travel, prioritising and adjusting schedules to ensure optimal time management.
• Support the SLT as requested on scheduling meetings and appointments.

Travel coordination

• Arrange domestic and international travel itineraries for the SPD, including flights, accommodation, and transportation, ensuring all logistical aspects are handled smoothly.
• Prepare detailed travel documents.
• Prepare and manage trip agendas.

Meetings and events support

• Coordinate and prepare materials for meetings, presentations, and conferences with cross-functional and global stakeholders.
• Attend meetings and take accurate minutes, distributing and filing them as necessary.
• Support planning and logistics for events, in-person and virtual, in particular for the regrantors community.

Administrative support, data management, and filing

• Organise and maintain electronic files, documents, and records.
• Ensure the SPD has easy access to the necessary information.
• Manage and submit the SPD individual expenses, invoices, credit card statements, and budget tracking.
• Liaise internally and externally with relevant stakeholders. Develop and maintain efficient office systems, records, and procedures.
• Support the implementation of organisational priorities and special initiatives as needed.

Requirements:

• At least 5 years of experience as an executive assistant or in a similar role.
• Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools, as well as familiarity with AI tools.
• International experience or additional language proficiency is a benefit.
• High degree of professionalism and integrity to handle sensitive and confidential information with the utmost discretion.
• Proactive and resourceful with a strong sense of initiative and ability to work independently.
• Outstanding organisational and time-management skills with the ability to prioritise tasks effectively.
• Excellent written and verbal communication skills, with cultural sensitivity and inclusivity in interactions.
• Cultural Competency: understanding of diversity and inclusion issues, including race, gender, sexual orientation, disability, age, and other dimensions of diversity, and the ability to navigate complex cultural dynamics.
• Interpersonal and cross-cultural communication skills: must be an excellent networker and team leader, with the ability to motivate and collaborate with groups working remotely.
• Resilience: Ability to work independently and remotely, setting direction and retaining momentum.

Comments:

Terms and conditions

• Compensation will be determined according to the location of hiring, and the relevant salary range will be shared on request.  
• Official holidays according to the country where the contract has been signed. Local and personal cultural traditions and religious practices will be respected. 
• Annual work from home allowance equivalent to $1K USD (converted to local currency). 
• Life insurance. 
• Health care (includes vision and dental) covering family members, including legal partners, children below the age of 18, and legal dependents as defined by the country of employment. The cost of the health plan or insurance may be shared between the UMI Fund and the staff member, depending on the conditions offered in the country of employment. This will be agreed at the time of hiring. 
• 20 working days annual paid vacations plus 10 days year-end break. 
• Access to Headspace​.com​
• 2 days of work time each calendar year to participate in volunteer work with a non-profit organization. 
• Bereavement Leave: from 2 to 20 working days paid leave according to the level of relationship with the loved one. 
• Flexible work arrangements:
  • Regular working hours: 40 hours per week, 8-hour day between 9 am and 5 pm local time. To ensure collaboration and good communication, any changes to these hours must be agreed upon between staff and line manager in advance and noted in the calendar shared with the team. 
• Due to the geographical distribution of our team, it may be necessary to work non-standard hours in order to participate in meetings with those located in other time zones. UMI Fund always prioritises the well-being of its staff and strongly recommends that no one works before 6 am or after 9 pm.  If it is necessary in exceptional situations to work at these times, staff should offset the hours no later than two days after, to ensure time for rest.
• Local regulations will always prevail and will be observed to determine the final contract conditions. 

HOW TO APPLY:

To apply for this role, please submit a copy of your CV/resume and a cover letter outlining your interest in the role and how you fulfil the requirements set out in the job announcement by clicking on the link below.

If you have any questions about the role or organisation, please reach out to McAra Kirby-Fahey at mcara@upsallinternational.com. To note: in order to keep your application safe and ensure your data is GDPR compliant, applications will not be accepted via email.

• The deadline for applications is Monday 1st December, 9:00 am CET ·

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Upsall International actively promotes equality, diversity, and inclusion. In recruiting candidates, we seek candidates with the proven skills required, irrespective of race, gender, religion or belief, age, disability, or sexual orientation.

Contact person: McAra Kirby-Fahey

Preferred method of response: Web

APPLY HERE

Email: mcara@upsallinternational.com

Closing date: 01/12/2025