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Administrative and Events Coordinator

Africa Grantmakers Affinity Group
Job Title: Administrative and Events Coordinator
Job Type:
Flexible East Coast
District Of Columbia
Job Search Ends:
May 7th, 2018
Organization's Website:

Organization Overview

AGAG is a membership network of grantmakers working to promote robust, effective and responsive philanthropy to benefit African communities. AGAG members are organizations that have a formal mechanism for grantmaking and come together to learn and share good practices in leveraging philanthropy and increase its impact in stimulating positive social change. AGAG is not a funding organization and we do not assist organizations in identifying funding. Our main activities are:

  • convening funders through our annual conference and other in-person and virtual meetings designed to help new and experienced funders form professional relationships, share effective practices, and deepen their knowledge about current events in Africa and in philanthropy
  • curating and disseminating relevant information about the people and organizations working to leverage philanthropy and increase its positive impact.
  • connecting people and ideas to promote partnerships and collaborations among the broad spectrum of grantmakers working to promote philanthropy to benefit African communities.

Position Overview

The AEC plays a vital role in supporting the Executive Director in promoting AGAG’s mission and interacts with the Steering Committee, members, consultants, vendors, colleagues and staff of other philanthropy support organizations and the public.

The candidate must be located in the U.S on the east coast with easy access to Washington, DC via train. This position requires six to eight days annually of domestic trave lto attend quarterly in-person staff meetings and staff events. There is no international travel anticipated with this position.

Key Responsibilities 

The AEC requires strong administrative, information management, organizing, and planning skills. Knowledge of standard grammar and punctuation, ability to manage several projects at once, and attention to detail are important. Experience working virtually using video conference, screen share tools and cloud based software and file storage is required.

  • Manage all logistics for educational programs and learning activities, including CCP’s annual meeting. Tasks include: leading or supporting content development, identifying speakers and partners, developing marketing materials, preparing speakers, finding locations, managing registration, placing catering orders, assembling program materials, developing and analyzing program evaluations, researching and managing program topics, all working in partnership with CCP team and other partners.
  • Provide logistical and administrative support for CCP events and webinars.
  • Coordinate and execute all aspects of member communications related to programs. 
  • Communicate and coordinate information between team members and participants of programs. 
  • Develop various documents and presentation materials (e.g. budgets, procedures, forms, agendas, etc.) in order to implement and maintain services and/or programs. 
  • Serve as liaison to and CCP contact for presenters to coordinate and arrange schedules, transportation, presentation, and AV requirements. 
  • Arrange for and contract with approved vendors and locations to be used for the various programs and meetings.  
  • Assist in drafting, editing, compiling, and distributing evaluation reports for/from programs and initiatives. Produce status reports and update metrics on program data.
  • For all assigned programs, exercise discretion and independent judgment with respect to the implementation of programs.  
  • Responsible for proactive communication with CCP president on project status, deadlines, and any roadblocks or challenges.  
  • Direct and coordinate the efforts of staff and volunteers related to programs and events. 
  • Undertake additional programmatic and administrative responsibilities as assigned.
  • Work collaboratively with the CCP team.   

Knowledge, Skills and Abilities

  • Maintain and update contact management systems (Airtable, Constant Contact)
  • Maintain and update project and program information
  • Maintain membership information, renewals, payments, surveys, and inquiries,
  • Schedule appointments and interviews using telephone, email, and SKYPE 2
  • Manage project wide calendar for deadlines, events and proactively tracks and alerts Executive Director
    and others to upcoming deadlines
  • Organize and maintain electronic filing and reference system of project documents and information
  • Draft correspondence, proofread documents, and update materials
  • Track budgets and produce basic finance reports
  • Manage calendar of steering committee and other advisory groups meetings
  • Assist with logistics and planning for conferences, interviews and on-line and in person meetings
  • Liaison with speakers, venue and vendors
  • Manage conference registrations and process payments
  • Arrange travel and hotel arrangements for staff and speakers
  • Coordinate agenda sessions and event surveys


  • Three to five years of related work experience in administration and events coordination
  • Undergraduate degree required
  • Proficient in writing, reading and speaking English
  • Accurate typing skills
  • Proficient in using Microsoft Word, Excel, PowerPoint, SKYPE, ZOOM. Google Suite (mail, docs) is required. Other software used include Base Camp (project management), Airtable (database), Constant Contact/MailChimp (newsletter), Typeform (forms and surveys).
  • Experience working in philanthropy helpful but not necessary
  • Able to work in the United States
  • Must have access to consistent, reliable high-speed Internet service

To Apply

Send resume highlighting experience relevant to this position and two references to aecsearch@agag.org, subject line: last name.

No telephone calls, please. Only final candidates will be contacted.

133 Federal Street, Suite 802 | Boston, MA 02110
Phone: 617.426.2606 | Fax: 617.426.2849
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