Executive Office Coordinator

Direct Administrative Support to Country Director Office:

• Budget preparation, travel arrangements and meeting logistics, scheduling, reporting and tracking information for the Country Director. 
• Provides operational support to the executive, such as creating/submitting monthly reports and developing operational guidelines to ensure efficient management of the program and compliance with regulations.
• Assists in the design and implementation of large scale projects, ensuring that programmatic commitments, timelines and compliance standards are communicated and met.
• Creates, oversees and works to consistently improve communications to all members within the department or region’s scope and beyond.
• Makes interpretations and recommendations as appropriate.
• Direct supervision of more less 4 team members.

Liaison to Indonesia Leadership Team and Board/Volunteer Leaders

• Liaises with other Indonesia Leadership Team (ILT) where s/he participates as an adjunct member of the ILT, including assisting in scheduling/attending all meetings that related with the Country Director, coordinating agenda and preparing minutes and other follow ups as necessary.  S/he facilitates cross-divisional coordination of travel and outreach plans.
• Acts as the Board Liaison for the Indonesia Program.  In this role s/he provides significant support for the Board, working with ILT members throughout the organization to assemble Board briefing documents and to coordinate meeting logistics. 
• Serves as the primary point of contact for the Board members/Volunteer Leaders, ensuring professional and timely responses.  Tasks include:
  • Setting up and attending board meetings, assembling materials and preparing performance dashboards for meetings and mailings, taking and composing minutes, assisting with necessary follow ups after meeting completion.
  • Managing correspondence and communications on behalf of the Country Director including board meeting minutes.
  • Conducts background research and information gathering.
  • Follows up with board members or special committees as needed.

Alignment Coordination

• Helps to ensure that each division within the Indonesia Program is aligned with the Global Challenges and Global Solutions and that there is alignment among divisions’ key initiatives by:
  • Developing and monitoring the alignment processes.
  • Creating the dashboard and monitoring the status of key initiatives’ achievement;
  • Reporting the status of key initiatives’ achievement to ILT and continuous updating of the dashboard.

Proposal Development

• Supervising the proposal development on marketing research and marketing intelligence, which includes:
  • Manages and coordinates all market research requirements (investigating market activity, analyzing published data and statistics, assessing future trends).
  • Gathers and evaluates relevant market and competitor information to review market position and determine threats.
  • Collates and reports relevant internal and external information.

Development – Fundraising Follow up

• Liaises and follows up with fundraisers in Indonesia re the progress of their fundraising target commitments, analyzes data, compiles and submits to Country Director.
• Prepares and monitors the work plan that related to Fundraising initiatives within Asia Pacific Region on their fundraising commitment for Indonesia;
• Liaises with Fundraisers in Asia Pacific Region and also international foundations/donor for making sure that the prospect/donors committed contributing to Indonesia are well managed;
• Prepares material and handles the monthly Fundraising meeting regularly with international, Asia Pacific region and also Indonesia Program for the progress of fundraising commitment for Indonesia.

Stewardship Program to support Fundraising/philanthropy

• Handles Stewardship program for all donors, ensuring all revenues through BBCRM done within the system;
• Tracks for Move Management for each donor.

This position requires frequent interaction with all members within the organization including senior managers, staff, trustees, Board of Directors and donors, as well as vendors and business relations.

The Executive Office Coordinator reports to the Country Director and must cultivate cooperative working partnerships with the Indonesia Program Leadership Team members and other staff, TNC Indonesia Board of Trustees, volunteers, citizens, corporations, educational institutions, government and private agencies and other conservation partners.  This position is based in Jakarta.

RESPONSIBILITIES AND SCOPE 

• Maintain accountability for strategic goals related to functional area;
• Act independently and in supervisor’s stead as needed, exercising independent judgment to identify and solve complex problems;
• Develop and implement new initiatives that will ensure department and organization-wide goals and strategies are achieved;
• Ensure programmatic commitments, Conservancy policies and procedures, financial standards, and legal requirements are met and managed for compliance; decisions may bind the organization financially or legally.
• Assist with the development of and work within a budget; negotiate and contract with vendors;
• Maintain confidentiality of frequently sensitive and emotionally charged information;
• Manage and implement multiple projects, including managing budget, setting deadlines and ensuring accountability;
• May manage or participate in complex negotiations;
• Supervise administrative or professional staff, including training and professional development;
• Travel occasionally, working long and flexible hours, as needed;
• Work is diversified and may not always fall under established practices and guidelines;
• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.