Background to the role

Using your collaboration, problem-solving, communication and organizational skills to support people, animals and the planet

The Good Food Institute Europe (GFI Europe) is at the forefront of the movement to transform meat production in order to solve some of the world’s biggest problems, from climate change and global hunger, to antibiotic resistance and animal suffering.

We work with scientists, businesses and policymakers to make plant-based and cultivated meat (grown directly from cells) delicious, affordable and accessible. Please check out the rest of our website, our 2023 Year in Review and our 2023 Europe Highlights blog post to find out more about who we are and what we do.

We are at an exciting stage in our growth and are looking for an Administrative Coordinator to deliver a wide range of tasks to make our team more efficient, more effective, and better connected.

How you will make a difference

Reporting to the Head of Operations and in close coordination with the Managing Director, you will balance routine administrative tasks with internal project coordination to support the smooth running of GFI Europe’s team.

Your collaborative approach, problem-solving and strong communication and organisational skills will be essential in ensuring efficient operations and helping the team achieve our goals.

As Administrative Coordinator, you will:

• Support the team with ongoing administrative tasks:
  • Assist the Managing Director with calendar and travel management, inbox and LinkedIn, reports, presentations and other tasks, etc.
  • Support other members of the GFI Europe Leadership team with tasks such as organising meetings or department gatherings.
  • Complete support tickets from the wider team around equipment purchases / replacements, co-working space bookings, records and compliance related forms, subscriptions & licence management, sourcing suppliers etc.
  • Answer general enquiries received in the team’s central email inbox, responding directly and/or passing them to the most appropriate team member to respond, and logging interactions as needed.
  • Carry out routine clean-ups and updates of the team’s databases, projects, folders and documents (we currently use Google Workspace, Asana and Salesforce. Training will be provided). 
  • Be the main point of contact for GFI Europe’s travel booking platform, and guide colleagues through travel-related queries.
  • Coordinate weekly team meeting agendas and assist with connection and appreciation-related activities.
• Coordinate internal initiatives and projects:
  • Organise operational side of in-person team-wide retreat:
    • Gather and negotiate vendor quotes and supplies.
    • Organise staff transportation and accommodation.
    • Keep a pulse on team needs and feedback.
    • Participate in the Retreat Committee to co-create the agenda.
  • Plan and execute cross-department internal initiatives by scoping out needs, proposing and implementing solutions. Your first such initiative will be to launch and run a recurring internal newsletter for the team.
  • Support the Operations and Leadership team with supplier sourcing, and own final phases of all procurement processes by ensuring contract templates are filled in, reviewed, signed, countersigned and stored accurately.
  • Where you see opportunities for improvement, work in partnership with colleagues to implement systems that facilitate easier administration.
• Provide other support where needed.

Who we’re looking for

The Administrative Coordinator must have:

• A passion for GFI’s philosophy and mission.
• Prior experience in an administrative or operational function, ideally within a remote or hybrid context. We will consider applicants with paid and/or voluntary relevant experience.
• Good organisational skills: following through on commitments, reliably bringing simultaneous tasks and projects to completion, ensuring that all aspects are addressed comprehensively, and allocating time effectively to manage deadlines.
• Creative problem-solving: analysing situations and developing effective solutions while considering the broader implications before taking action.
• Collaborative approach: building strong, collaborative and positive relationships, and working well with colleagues and stakeholders across multiple cultures.
• Attention to detail: ensuring accurate work, including for workflows that might be perceived as repetitive and unglamorous.
• Strong communication skills in English, particularly written: providing clear and concise updates to the team and/or to various stakeholders.

• Integrity: A high degree of professionalism, and discretion when handling confidential information.
• Openness to DEI principles: an affinity with our commitment to diversity, equity and inclusion, and with maintaining our welcoming and supportive culture.
• Tech savviness: comfort using various software tools, platforms and spreadsheets / databases in a remote workplace, and a willingness to learn new systems. Professional experience with Google Suite, Asana, and/or Salesforce would be welcomed, but is not required as systems training would be provided upon start.

It would be an advantage to have some or all of the following attributes, but none of them are prerequisites, and we welcome applications from candidates without any or all of them:

• Procurement experience, particularly finding, negotiating and contracting suppliers.
• In-person event-management experience.
• The ability to speak/work in European languages in addition to English.
• Project management experience / certification.

We want the best people and we know that building a diverse, inclusive workplace leads to stronger, happier, more productive and resilient teams. We strongly encourage people of every ethnicity, orientation, age, gender, origin, socio-economic background, and ability to apply. Because we value a diverse workplace, we prioritise an inclusive culture absent of discrimination and harassment during the application process and after you join the team.

Benefits and the fine print

• Terms of employment: Full-time (flexible hours), permanent. Requests for part-time arrangements can be considered (minimum 32 hours/week).
• Location: We can consider applicants based in Belgium, France, Germany, the Netherlands, Spain or the UK. This is a remote role, and you will be able to work from home, or we are happy to consider supporting costs for co-working to enable you to work from an office if you wish. The whole GFI Europe team aims to get together in person at least once per year for around 3-5 days at a time. Travel costs will be covered by GFI Europe within our travel policy.
• Salary and benefits: The salary and benefits package for all of our roles are researched and benchmarked based on similar nonprofit roles in the country/location of hire. Due to capacity, we cannot complete that research for every European country in advance, but approximate indicative ranges are likely to be:
  • €2,857.02 – 3,595.5 plus holiday pay if based in Netherlands
• Right to work requirements: The successful candidate must, by the start of the employment, have permission to work in the country where they are based, and to be able to travel within the EU.
• Application Deadline: 15th October 2024, 11.59pm CET. We will get back to all candidates after that date, no matter the outcome of their application. You should expect to hear back from us within about a week of the deadline.

Application process

Round	Timeline	Description	Expected Time Commitment
Application	Deadline: 15 October	Fill in the application form by 15 October, as well as complete a 30-minute screening test by mid day 16 October.	1-2 hours
Timed assignment	Mid October	Two to three questions simulating the type of work you’d be doing in the role.	1.5 hours
Interview (we’ll aim to conduct one round of interviews, but might decide to conduct a second round if needed)	End October	Interviews will be conducted remotely on Zoom. We know that interviews can be especially stressful for candidates. We’ve put together this guide so that you know exactly what to expect from our process and, hopefully, have a more relaxed experience.	1.5 hours

We want you to have every opportunity to shine and show us your talents – we are happy to make all the reasonable adjustments that we possibly can to make sure the assessment process works for you. Email us at europe-hiring@gfi.org.

Any questions?

If you have any questions about this role, please do reach out to us at europe-hiring@gfi.org. If you’ve read this far but decided not to apply, please share this job description with someone else in your network who you think might be a good fit for the role! Thank you.