Executive Officer

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.

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.

• 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.

• 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.