Executive Coordinator Jobs

The Organization

Ubuntu provides world-class education and healthcare to orphaned and vulnerable children living in the townships of Gqeberha, South Africa. Nuancing traditional development models, we have redefined the theory of “going to scale;” instead of expanding geographically, we focus on the depth rather than breadth of our impact within a community of 400,000 people. Ubuntu's programs form an integrated system of health, educational, and social services, ensuring that disadvantaged children succeed in the world of higher education and employment.

Ubuntu Pathways breaks the cycle of poverty by providing South Africa's most vulnerable children with what all children deserve—everything, every day.

At-a-Glance:

• 2,000 vulnerable children on pathways out of poverty
• Founded in 1999
• Over 120 global staff with twelve members in the global External Relations team

The Role

This is an exciting opportunity to work alongside the founding CEO and gain direct insight into the running of a global NGO working on the frontlines of the COVID-19 pandemic, pioneering a entrepreneurial approach to sustainable, community-led development, and raising millions of philanthropic capital annually. The Executive Coordinator will perform a range of tasks to organize and maximize the CEO’s time. This position will work closely with the CEO and Chief of Staff to execute the organization’s strategic plan and manage external relations, programs, finance, and human resources departments across the United States, the United Kingdom, and South Africa. The Coordinator must have the ability to initiate projects, anticipate the CEO’s needs, and curate a busy, ever-changing schedule. This position is based in New York.

What We’re Looking For

• Someone who can juggle multiple responsibilities at once in an organized fashion and has the ability to prioritize and accomplish tasks efficiently.
• An independent self-starter who can successfully prioritize multiple responsibilities to deliver results in the most efficient way.
• Someone with a thirst for learning about the inner workings of the international development and philanthropic sectors.
• Someone who is discrete, professional, and can maintain a high level of confidentiality.
• Someone who understands the details of a task and sees how that task fits into the bigger strategic picture.
• Someone who is proactive, able to anticipate the needs of others, and continually thinks about the next step.
• A team player, willing to jump in wherever they are needed.

Essential duties include, but are not limited to:

Administrative Support for the Executive Office

• Serve as gatekeeper for requests to participate in conferences/speaking engagements and serve as point person on presentations for external engagements.
• Prepare for CEO meetings internally and externally: circulate agendas, draft presentation materials, capture next steps, and ensure timely and accurate task completion.
• Serve as a key resource to the CEO in fundraising and organizational strategy. Conduct research, map relationships and points of connection, and manage next steps with a variety of stakeholders.
• Ensure maintenance of CEO’s social media platforms (LinkedIn, Twitter, Medium, Instagram) and help to develop his personal brand, as it relates to the organization.
• Maintain and curate the CEO’s calendar to maximize his time and align with organizational priorities. Schedule appointments and meetings internally and externally. Prepare all necessary agendas, background research, and/or relevant documents foreach meeting.
• Oversee trips (both domestic and international) and ensure that logistics are smooth and well-organized.
• Draft and edit collateral including grants, presentations, emails, articles, and various other forms of correspondence.

Board of Directors & Special Projects

• Lead other special projects on an as-needed basis for the CEO and other members of the Executive Leadership Team.
• Serve as liaison to Ubuntu’s Board of Directors by scheduling board meetings, disseminating materials and reports, taking minutes, and ensuring prompt correspondence between board members and the CEO.

Funder Stewardship Support

• Ensure accurate record-keeping and funder tracking by performing data entry and updates in Salesforce including funder profiles, stewardship assignments & strategies, pertinent correspondence, meetings, etc.
• Issue reminders to stewards to hold and log meetings with funders.
• Assist in the solicitation of donations (in-kind and cash), programmatic partnerships, auction prizes, corporate relationships, and other development strategies.
• Assist with various aspects of proposal and deliverable development for unrestricted, institutional, and strategic funding as required (e.g., organizing supporting documents, coordinating due dates and timelines, logging details in Salesforce).
• Maintain a collection of communications resources for stewards to use.
• Contribute to institutional stewardship assignments and strategies.
• Support internal stewardship program meetings with scheduling, logistics, note-taking, and follow-ups as needed.

Human Resources Support

• Manage staff files and onboarding/offboarding processes for US-based personnel.
• Provide payroll support to the accounting team.
• Serve as liaison to external insurance providers and manage insurance renewal processes.
• Coordinate annual NYS compliance requirements.

Qualifications:

• Bachelor’s degree or equivalent time spent as a working professional.
• Self-motivated, positive, and with a calm attitude. Adaptable and flexible.
• Fluency with Google Suite as well as Microsoft Excel, Powerpoint, and Word.
• Capacity to work under pressure and meet deadlines. Capable of identifying work to be done and taking responsibility for its completion.
• Strong written, verbal, copyediting and interpersonal communication skills, including minute-taking.
• Excellent organizational and multi-tasking skills, attention to detail, and follow-through.
• A minimum of 2-3 years of professional work experience, preferably in an entrepreneurial, fast-paced, or nonprofit environment.
• Ability to handle confidential information and projects with professionalism and discretion.

Preferred Qualifications

• Experience with Salesforce or similar database, especially if used in a nonprofit context.
• Previous educational, professional, or personal connection to or with South Africa.

How To Apply

Please send a cover letter (max one page) and résumé/CV to [email protected] with "Executive Assistant Application" in the title. Applicants who do not follow these steps will not be considered.

Applicants must be eligible to work within the United States without requiring visa sponsorship.

Compensation & Benefits

We’re a small non-profit with a big emphasis on employee quality of life and providing holistic benefits beyond just salary. 🤝

Salary range is DOE. Benefits are offered via TriNet, a PEO. We’re able to offer our staff and their families benefits that compete with or exceed similar-sized organizations. Coverage begins on your first day of work! Available benefits include:

👓 Health, vision, and dental insurance.

👩⚕️ Healthcare FSA. HSA available to those enrolled in HDHP plans.

🚸 Dependent day care FSA.

🚇 Commuter benefits.

♿ Company-paid basic life insurance. Option for supplemental Life, AD&D, and short- and long-term disability.

ℹ️ Employee Assistance Program (EAP) to help you navigate information & resources to get the care you need.

🚑 Optional, unique benefits such as: Legal, Accident Insurance, Critical Illness Insurance, and Hospital Indemnity Insurance.

💰 Eligibility to enroll in company-administered 401k plan after 90 days.

💪 Flexible work environment: We’re in the office Tuesday-Thursday and remote Monday and Friday. We find this to be the best combination of in-person team-building and collaboration and real-world flexibility for a well-balanced life.

⛱️ PTO, holidays, sick days: Standard company holidays, sick days, and PTO. Additionally, the office is closed the week between Christmas and New Year.