Office Manager and Executive Assistant

ABOUT THE FREEDOM FUND

More than 30 million live in a state of modern slavery today. The Freedom Fund is a new private philanthropic fund whose mission is to mobilise the resources and knowledge needed to drive a measurable reduction in modern slavery.

The Fund is founded on the premise that current philanthropic and programmatic efforts in the anti-slavery space are fragmented. Individual actors are often working in isolation and missing the opportunity to create scalable and lasting change. Consequently, The Freedom Fund’s founding partners, some of the world’s most innovative philanthropic organizations, have come together to create the first ever global, private, integrated, anti-slavery donor fund.

The Freedom Fund will:

1. Mobilize at least $70 million by 2020 in addition to the founders’ initial contribution of $30 million, for investment into the best of class anti-slavery initiatives.
2. Research and map anti-slavery efforts around the world to understand the problem in its entirety and develop a framework for coordination.
3. Invest and align resources to support interventions in those geographic regions with a very high prevalence of slavery (“hotspots”) and in those industry and thematic sectors (“clusters”) where it will have the greatest impact.
4. Build a community of actors and partners through a collaborative platform for information gathering and sharing, offender tracking and victim support coordination.
5. Inspire a new generation of abolitionists passionately opposed to all forms of human exploitation. 

ABOUT THE POSITION

The Freedom Fund has an opening for an Office Manager & Executive Assistant. This position will provide direct administrative support to the CEO and will oversee office operations for a small but driven and dedicated international staff. This is an exciting opportunity to make a key difference in the administrative life of an ambitious non-profit. The successful candidate will be able to contribute to the building of a nimble, internationally focused world-class organisation that will have a profound impact on the lives of millions.

RESPONSIBILITIES

· Support the CEO and other staff with appointment setting, calendar management, travel arrangements, and correspondence.

· Assist in board and founder relations, including scheduling, document preparation and logistics for Board and Founder meetings

· Coordinate staff meetings, take and disseminate meeting notes

· Perform receptionist duties: answering the phone, taking messages, filing mail processing and office cleanliness and presentation

· Run errands, manage supplies, and all vendor relations

· Support data entry in donor management software

· Problem solve any technical challenges with computer systems, email and networks as needed

· Ad-hoc updates to the employee handbook and associated organizational policies and procedures.

· Assist with recruitment of staff and maintenance of personal files & benefit plans.

· Process CEO expenses and reimbursement claims

· Coordinate the hiring of interns

·Work closely with the Finance Director to ensure smooth operation of all finance matters;

·Manage and process all invoices for the UK office;liaise with the payroll company, including tracking sick time, vacation hours, and holiday pay;

·Input and reconcile accounting data into the accounting system with speed and accuracy;

·Assist in the production of financial statements and applications, preparation of spreadsheets, reports and correspondence as required;

·Ensure swift payment of invoices and resolution of UK’s finance related queries;

·Assist with end of year preparation and procedures.

REQUIREMENTS

· 3 years of experience as an executive assistant or office manager, preferably in a nonprofit.

· Knowledge of Salesforce is desirable.

· Excellent writing skills & fluent in English.

· Experience of working within a finance department and basic understanding of accounting processes and procedures.

· Good level of competence in MS Office (specifically Excel) and computerised accounting software.

· A strong work ethic and a passion for our nonprofit mission.

· Collaborative team player who is willing to go above and beyond.

· Ability to work independently, displaying strong initiative in solving day-to-day problems with limited direction.

· Ability to anticipate and determine staff and CEO needs to ensure greater efficiencies.

· Ability to manage multiple projects on parallel and competing deadlines.

· Mac Office environment.

· Must be entitled to work in the UK without work permit sponsorship from The Freedom Fund.

COMPENSATION

Salary is competitive and commensurate with experience.

APPLICATION PROCEDURE

Applications should be submitted in English and include a CV, cover letter (max. 1 page), and contact details of at least 2 referees.  Please send applications by email in PDF format to jobs@freedomfund.org, including "Office Manager" in the subject line before 5pm (GMT) on 7 August 2015. Initial interviews will likely be held in the weeks of 10 & 17 August.

Please note only candidates selected for further consideration will be contacted.  No phone calls or agencies please. Applicants must be entitled to work in the UK without work permit sponsorship from The Freedom Fund.

The Freedom Fund is an Equal Opportunity Employer and encourages candidates of all backgrounds to apply for this position.