Administrative Coordinator

Overview

Using your collaboration, problem-solving, communication and organizational skills to support people, animals and the planet.

We work with scientists, businesses and policymakers to make plant-based and cultivated meat (grown directly from cells) delicious, affordable and accessible. Please check out the rest of our website, our 2023 Year in Review and our 2023 Europe Highlights blog post to find out more about who we are and what we do.

We are at an exciting stage in our growth and are looking for an Administrative Coordinator to deliver a wide range of tasks to make our team more efficient, more effective, and better connected.

How you will make a difference:

Reporting to the Head of Operations and in close coordination with the Managing Director, you will balance routine administrative tasks with internal project coordination to support the smooth running of GFI Europe’s team.

Your collaborative approach, problem-solving and strong communication and organisational skills will be essential in ensuring efficient operations and helping the team achieve our goals.

As Administrative Coordinator, you will:

• Support the team with ongoing administrative tasks:
• Assist the Managing Director with calendar and travel management, inbox and LinkedIn, reports, presentations and other tasks, etc.
• Support other members of the GFI Europe Leadership team with tasks such as organising meetings or department gatherings.
• Complete support tickets from the wider team around equipment purchases / replacements, co-working space bookings, records and compliance related forms, subscriptions & licence management, sourcing suppliers etc.
• Answer general enquiries received in the team’s central email inbox, responding directly and/or passing them to the most appropriate team member to respond, and logging interactions as needed.
• Carry out routine clean-ups and updates of the team’s databases, projects, folders and documents (we currently use Google Workspace, Asana and Salesforce. Training will be provided).
• Be the main point of contact for GFI Europe’s travel booking platform, and guide colleagues through travel-related queries.
• Coordinate weekly team meeting agendas and assist with connection and appreciation-related activities.
• Coordinate internal initiatives and projects:
  Organise operational side of in-person team-wide retreat: gather and negotiate vendor quotes and supplies, organise staff transportation and accommodation.
• Keep a pulse on team needs and feedback.
• Participate in the Retreat Committee to co-create the agenda.
• Plan and execute cross-department internal initiatives by scoping out needs, proposing and implementing solutions. Your first such initiative will be to launch and run a recurring internal newsletter for the team.
• Support the Operations and Leadership team with supplier sourcing, and own final phases of all procurement processes by ensuring contract templates are filled in, reviewed, signed, countersigned and stored accurately.
• Where you see opportunities for improvement, work in partnership with colleagues to implement systems that facilitate easier administration.

Who we’re looking for:

• A passion for GFI’s philosophy and mission.
• Prior experience in an administrative or operational function, ideally within a remote or hybrid context. We will consider applicants with paid and/or voluntary relevant experience.
• Good organisational skills: following through on commitments, reliably bringing simultaneous tasks and projects to completion, ensuring that all aspects are addressed comprehensively, and allocating time effectively to manage deadlines.
• Creative problem-solving: analysing situations and developing effective solutions while considering the broader implications before taking action.
• Collaborative approach: building strong, collaborative and positive relationships, and working well with colleagues and stakeholders across multiple cultures.
• Attention to detail: ensuring accurate work, including for workflows that might be perceived as repetitive and unglamorous.
• Strong communication skills in English, particularly written: providing clear and concise updates to the team and/or to various stakeholders.
• Integrity: A high degree of professionalism, and discretion when handling confidential information.
• Openness to DEI principles: an affinity with our commitment to diversity, equity and inclusion, and with maintaining our welcoming and supportive culture.
• Tech savviness: comfort using various software tools, platforms and spreadsheets / databases in a remote workplace, and a willingness to learn new systems. Professional experience with Google Suite, Asana, and/or Salesforce would be welcomed, but is not required as systems training would be provided upon start.

It would be an advantage to have some or all of the following attributes, but none of them are prerequisites, and we welcome applications from candidates without any or all of them:

• Procurement experience, particularly finding, negotiating and contracting suppliers.
• In-person event-management experience.
• The ability to speak/work in European languages in addition to English.
• Project management experience / certification.

Key employment terms:

• Contract: Full-time (flexible hours), permanent. Part-time (min 32 hours) will be considered.
• Location: Fully remote in Belgium, France, Germany, the Netherlands, Spain or the UK.
• Salary: The salary and benefits package for all of our roles are researched and benchmarked based on similar nonprofit roles in the country/location of hire. Due to capacity, we cannot complete that research for every European country in advance, but approximate indicative ranges are likely to be: €2,857.02 – 3,595.5 plus holiday pay if based in Netherlands.

We want the best people and we know that building a diverse, inclusive workplace leads to stronger, happier, more productive and resilient teams. We strongly encourage people of every ethnicity, orientation, age, gender, origin, socio-economic background, and ability to apply. Because we value a diverse workplace, we prioritise an inclusive culture absent of discrimination and harassment during the application process and after you join the team.

For more information about this role and to see the full list of employment terms, please check out the full job description on our website: https://gfieurope.org/careers/administrative-coordinator/