Position Overview - Administrative Assistant (Global Partnerships Analyst)
The Administrative Assistant supports the global partnerships fundraising team, which manages relationships with Room to Read's strategic partners (governments, bilateral and multilateral organizations), as well as corporate and foundation donors.
The Administrative Assistant provides day-to-day administrative and coordination support to the global partnerships team, supporting meetings, scheduling, documentation, events, and internal systems. The role is focused on execution, organization, and follow-through to ensure smooth team operations.
The role requires professionalism, discretion, and clear communication when supporting activities connected to external partners. This role is role suited to someone who is highly organized, detail-oriented, and comfortable supporting multiple team members in a fast-paced, global environment.
This position reports to the Director, Global Partnerships.
Responsibilities
Administrative & Team Support
- Coordinate team and cross-team meetings, including scheduling, agendas, attendee lists, and follow-up notes
- Arrange domestic and international travel and prepare expense reports in line with organizational policies
- Maintain records and update information in internal systems; training will be provided
- Support onboarding activities and maintain shared team documentation and informational materials
- Coordinate with the Finance team to collect and submit required partner documentation
- Provide general administrative and ad-hoc support to the Global Partnerships team
Events & External Engagement Support
- Coordinate logistics for live and virtual meetings and events, including managing invitation lists, RSVPs, and email communications
- Respond to routine email inquiries from external contacts using established templates and guidance
- Support coordination of partner visits and meetings, including collecting participant information and preparing materials
- Maintain records related to engagement and visitor activities
- Track and organize information related to engagement opportunities and activities
Documentation & Communications Support
- Assist with compiling, formatting, and organizing proposals, reports, presentations, and related materials using existing templates
- Support drafting and formatting of mass emails and routine communications
- Assist with updating and organizing shared materials, including case studies, fact sheets, and basic website content
Requirements
- 13 years of experience in an administrative or coordination role, supporting teams with scheduling, documentation, and operational tasks in a global organization
- Strong organizational and follow-up skills, with the ability to manage multiple requests and meet deadlines
- Comfort working with systems and basic data, including maintaining records and using spreadsheets or internal tools (training provided as needed)
- Full professional proficiency in English (written and spoken), with the ability to draft clear emails, meeting notes, and basic documentation
- Experience supporting meetings or events, including participant coordination or virtual meeting logistics
- Proficiency with standard workplace tools, such as Microsoft Office
- High attention to detail and reliability, with the ability to follow established processes and handle routine tasks accurately
- Collaborative and service-oriented mindset, comfortable taking direction and supporting multiple colleagues
