Team Coordinator, Research and Learning at Stratostaff

 ROLES AND RESPONSPONSIBILITIES  

• Build, liaise, and sustain relationships with employees, external stakeholders, and the general public as a member of the Research & Learning Team.
• Provide administrative support to the Senior Director and other Research & Learning staff, including online scheduling of internal and external meetings and appointments, assessing urgency and priority with stakeholders.
• Compose routine correspondence to support the Senior Director, Research & Learning’s interactions with internal staff and external stakeholders.
• Facilitate internal communication within the Research & Learning Team.
• Coordinate logistics for project meetings and events, including room bookings, catering, and refreshments.
• Manage the schedule, agendas, pre-meeting document follow-up, and circulation for meetings of the Research & Learning Team and other relevant meetings as assigned. Capture detailed minutes of team meetings.
• Coordinate and/or support global travel arrangements, including hotel bookings, ground/air transportation, travel itineraries, meeting briefs, visas, and expense reports.
• Create, maintain, and update the organization of files and records for teams.
• Maintain the organization of the database, shared network drives, and SharePoint sites.
• Assist with project management and special projects.
• Facilitate the functional onboarding of Research & Learning team members.
• Provide support in budget preparation and forecasting for Research & Learning work.
• Manage day-to-day financial tasks, including invoices and other accounts payable.
• Provide operations support to strengthen coordination and collaboration within the Research & Learning department and between R&L and other Program Departments.
• Provide technical support on relevant research and learning projects based on areas of expertise and interest.

 MINIMUM REQUIREMENTS AND COMPETENCIES

• Experience in an Administrative Assistant role in a similar fast-paced environment.
• Strong understanding of finance and budgeting.
• Ability to use project management tools to support decision-making.
• Ability to proofread correspondence for correct punctuation and grammar, and produce documents in a well-designed, attractive format with impeccable attention to detail.
• Ability to quickly assess and prioritize competing interests, including the ability to interpret and apply policies and procedures independently, and use sound judgment and discretion.
• Proficient in MS Office applications (Outlook, PowerPoint, Word, Excel, Office 365, and SharePoint).
• Strong scheduling, email, and internet/intranet skills.
• Detail-oriented with a demonstrated ability to produce high-quality work consistently and effectively.
• Excellent initiative and possess a "take charge" attitude and sense of ownership.
• Strong communication skills in English (written and spoken).