Team Coordinator

The team coordinator will manage various administrative tasks, including scheduling, logistics, communication, and documentation, contributing to the seamless operation of ACIF function.

ROLES AND RESPONSIBILITIES Manage the calendars of the Senior Director ACIF and other Directors within the function, ensuring seamless scheduling, prioritizing key meetings, and coordinating logistics such as room bookings, document preparation, and refreshments. Lead scheduling activities in line with the Directors’ work plans, ensuring adherence to timelines and efficient use of their time while actively managing any conflicts or changes. Prepare meeting agendas in advance, take minutes, and distribute them promptly, ensuring all action items are captured and followed up on to ensure tasks are completed on time.

Manage complex global travel arrangements, including booking flights, accommodations, and ground transport, and ensuring the required travel documentation (visas, immunizations) is in place, in collaboration with the travel team and office coordinators. Prepare and submit expense reports for the Senior Director and Directors, ensuring accuracy and compliance with organizational policies and assisting with budget preparation, forecasting, and financial management processes. Organize and maintain accurate documentation related to the function, including reports and key functional documents, and support operational budgeting and forecasting.

Compose routine correspondence, identify necessary communications, and collaborate with Public Affairs & Communications teams to manage internal and external communications. Coordinate events, retreats, and meetings for the department in collaboration with the Public Affairs & Communications team. Ensure effective distribution of correspondence across teams, monitor emails, and manage shared databases, network drives, and SharePoint sites to ensure easy access and secure storage of relevant documents. Provide backup support to other Team Coordinators as needed and contribute to team projects, key initiatives, and strategic projects, demonstrating flexibility and responsiveness to emerging needs.

Requirements A college diploma or University degree is required. Minimum 5 years of experience in an Administrative Assistant role in a fast-paced environment. Local experience preferred. Familiarity with managing scheduling and document management tools (e.g., Microsoft Office, SharePoint). Experience in organizing and supporting team events. Excellent prioritization, time management skills & follow-through. Excellent Organizational skills and able to manage multiple tasks in a fast-paced environment Excellent interpersonal skills, exhibiting grace under pressure. Strong communication skills in English; written and spoken, Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365, and SharePoint).

Detail-oriented with a demonstrated ability to consistently and effectively produce high quality work. Able to work independently with little direction or supervision and possess ability to coordinate and manage multiple projects. High Integrity and able to work across various cultures Ability to handle sensitive information with professionalism and discretion. Proactive in identifying and addressing challenges that may arise in scheduling, logistics, and communication. Flexible to support a team Emotional maturity Great work ethic Great, positive attitude Humility