Executive Operations & Program Coordinator at International Center for Research on Women (ICRW)

Primary Duties:

• Executive & Administrative Support
• Serve as the main administrative point of contact for Africa Director.
• Manage Africa Director’s calendar, schedule meetings and coordinate appointments with internal and external stakeholders.
• Arrange complex travel logistics, including accommodation, visas, and transportation.
• Prepare meeting materials (agendas, presentations, briefing notes) and take accurate minutes, ensuring follow-up actions are tracked and completed.
• Draft, proofread and format documents, reports and presentations to a professional standard.
• Maintain organized office records, files and archives for easy retrieval.
• Support Board(s) coordination.
• Program Management Support
• Assist in coordinating program activities, workshops and events from planning to execution.
• Track project timelines, deliverables and budgets, flagging issues proactively.
• Compile program data, reports and knowledge management resources.
• Maintain and update program databases, mailing lists and shared platforms (e.g., SharePoint).
• Fundraising & Resource Mobilization Support
• Maintain donor and partner contact lists, profiles and briefing notes.
• Compile background research, past performance data and supporting documents for proposals and donor reports.
• Support the preparation of fundraising materials and scheduling of donor meetings.
• Track funding opportunities and share timely updates with Africa Director and program team.
• Monitor implementation of the Fundraising Strategy.
• Light Operations Support
• Process expense claims, petty cash and basic finance documentation.

Professional Experience:

• 5 years’ experience in a senior admin or executive support role, ideally in a non-profit or research setting
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong written and verbal communication skills
• Exceptional organizational skills and attention to detail
• Highly organized, resourceful and able to anticipate needs
• Strong interpersonal skills and ability to work effectively with diverse teams and stakeholders
• Proactive problem-solver who thrives in a lean, fast-moving environment
• Proactive, solutions-focused mindset — you see what needs doing and make it happen.

Educational Experience:

• Bachelor’s degree in Social Sciences, Project Management, Business Administration, Development Studies, or a related field.