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Executive & Operations Coordinator
Oceana
Operations
Accra, Ghana
Posted on Apr 4, 2026
OCEANA is the largest organization working exclusively on ocean conservation. Established in 2001 and based in Washington, D.C., OCEANA works on many strategic campaigns to achieve measurable results in marine management and conservation for the seas in each country. OCEANA believes especially in the importance of science to identify problems and find solutions. The Ghana office, the first OCEANA office in Africa which opened early 2026, will campaign alongside coastal communities to rebuild fish populations, increase vital nutrition, and strengthen livelihoods. The OCEANA in Ghana office headquarters is in Accra.
Oceana is seeking an Executive & Operations Coordinator to the Vice President (VP) of Ghana who will provide principal administrative and project support to the VP. The Coordinator handles confidential matters, facilitates departmental information exchange, and maintains a collaborative alliance with internal and external stakeholders The coordinator manages a varied, fast paced, high volume workload and works independently to meet deadlines and accomplish tasks.
The Executive & Operations Coordinator thrives in a fast-paced environment with rapidly changing needs. They must be comfortable multitasking numerous responsibilities, handling confidential matters, and have superior attention to detail. The Coordinator excels in professional communication, including written, verbal, and visual. The position requires extensive interaction with international Oceana staff and a geographically distributed team. Therefore, some travel, evenings and early mornings are required, and cultural awareness and sensitivity are key in communications.
Principal Duties and Responsibilities
Essential Functions:
- Serves as a first point of contact for the Vice President with internal colleagues and external stakeholders.
- Uses a high degree of judgment to handle correspondence.
- Manages workflow requiring approval/feedback/input from the VP.
- Drafts correspondence, briefings, meeting memos, departmental reports and presentations.
- Assists Executive with managing personal calendar; coordinates and schedules meetings on behalf of the Executive; helps develop, prioritize, and track Executive’s to-do list.
- Helps Executive manage Board Report writing and review process; assists with editing and formatting Board Report and other Executive-level memos.
- Assists VP with travel logistics, including booking flights and hotels, securing visas, navigating vaccination requirements, etc., and provides guidance and resources.
- Works with the VP to track follow-up and assignments given to direct reports.
- Manages the day-to-day administrative functions of Oceana Ghana; coordinates and maintains relationships with internal and external vendors to ensure timely satisfaction of invoices, expense reports, and subscriptions, oversees all accounting functions including timesheets, expenses, and payables.
- Undertakes additional projects as requested and perform other duties as assigned including Operational support as needed
Job Requirements
Education and experience:
- Bachelor's degree and at least 5 years’ experience as an executive or operations assistant, office coordinator or equivalent combination of education and administrative experience required.
Skills and knowledge:
- Must be able to handle many tasks simultaneously, with speed, accuracy, and courtesy, show initiative, and plan proactively. Can pivot/adapt to rapidly changing priorities.
- Appreciates and uses direct, clear communication, has high emotional intelligence, will ask clarifying questions when needed and is persistent at follow-up.
- Ability to take initiative in suggesting ways to augment work and responsibilities of position.
- Excellent computer skills required, including proficiency with the Microsoft Office suite, Zoom, and Sharepoint, experience booking travel online and conducting web-based research. Experience with Salesforce is a plus.
- Must possess good professional communication skills, including email, meeting facilitation, and visual presentation. Experience copy-editing a plus.
- Demonstrated organizational and project management skills. Can synthesize complex ideas, break-down the big picture into detailed actions and is good at making and following plans.
- Must be diplomatic and have personal or professional experience working across cultural boundaries, either within the US or internationally, and be able to use a wide range of communication styles as needed to find common ground with people of different cultural backgrounds.
- Valid authorization to work in Ghana.
Required Competencies
- Action Oriented: Makes things happen. Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
- Instills Trust: Is able to gain the confidence and trust of others by demonstrating honesty and authenticity, acting with integrity, being consistent and credible.
- Decision Quality: Able to make timely and quality decisions in situations that are ambiguous or uncertain. Know whom to engage, what information to gather, what to pay attention to and what to ignore.
- Global Perspective: Takes a broad view of issues and challenges and can see them in a global context. Builds relationships with people from different cultures and countries. Draws on global knowledge and perspective when tackling complex issues or looking for opportunities
- Manages Ambiguity: Must be able to manage ambiguity and operate effectively even when things are not certain or clear. Is willing to forge ahead, solve problems and get things done during changing and unpredictable times.
- Resourcefulness: Is able to make the best of limited resources and find a way to get things done even when the odds are against them. Can look beyond the obvious for viable approaches to accomplish the goal.
Oceana's offices operate on a hybrid schedule. Staff are required to work from their assigned office on Tuesday, Wednesday, and Thursday. With agreement between the employee and their supervisor, the employee may work from home on Monday and Friday. Please apply by April 24, 2026.
Oceana values a diverse workforce and welcomes people different from each other in many ways, including characteristics such as race, gender, sexual orientation, religion, ethnicity, and national origin. Oceana considers all qualified candidates and seeks to recruit from a diverse candidate pool