EXECUTIVE VOLUNTEER DOCUMENTATION & PROJECT SUPPORT COORDINATOR

Primary Responsibilities

• Proofread documents for grammar, spelling, punctuation, consistency, clarity, and readability.
• Review document formatting, headings, numbering, tables, footnotes, references, attachments, and overall document structure.
• Compare revised drafts and identify material changes, inconsistencies, omissions, or unresolved comments.
• Consolidate comments, edits, and corrections received from multiple reviewers into organized review materials.
• Maintain a master document-development, review, approval, and implementation tracker.
• Maintain document indexes, version histories, revision records, decision logs, and related administrative records.
• Organize documents within designated ADUD systems and folders using established naming, filing, and version-control conventions.
• Prepare clean review copies, approval copies, Board or leadership review packets, and final document packages as assigned.
• Track the status of documents through stages such as drafting, internal review, leadership review, Board or committee review where applicable, approval, finalization, and implementation.
• Follow up respectfully with assigned reviewers, contributors, or responsible parties concerning outstanding comments, documents, approvals, or action items.
• Record meeting decisions, action items, responsible parties, dependencies, and due dates when assigned.
• Prepare concise weekly documentation and project-status summaries for the Executive Office.
• Identify missing attachments, schedules, exhibits, references, signatures, approvals, or other supporting materials.
• Aid in preparing files for archiving and maintain organized records of approved and superseded versions.
• Support limited cross-functional administrative coordination with ADUD programs, governance, finance, communications, human resources, partnerships, and other organizational functions when required.
• Protect confidential, privileged, personnel, financial, governance, strategic, and other organizational information entrusted to the role.

Qualifications

• Strong proofreading, editing, and written-communication skills.
• Excellent attention to detail and an ability to identify inconsistencies, omissions, and formatting problems.
• Strong organizational and administrative coordination skills.
• Experience using Microsoft Word and Excel; familiarity with SharePoint, Microsoft 365, Google Workspace, or comparable document-management and collaboration systems is beneficial.
• Experience maintaining trackers, project files, meeting notes, administrative records, document registers, or comparable organizational materials.
• Ability to compare multiple versions of detailed documents and identify substantive or formatting differences.
• Strong follow-through and the ability to respectfully remind colleagues, reviewers, and volunteers of deadlines and outstanding actions.
• Ability to manage multiple documents and assignments at different stages of completion.
• Ability to follow established instructions, templates, approval processes, naming conventions, and document standards.
• Sound judgment regarding confidentiality and responsible information handling.
• Ability to work independently in a remote environment while maintaining regular communication with an assigned supervisor.
• Interest in nonprofit development, African and African diaspora engagement, international development, community development, organizational strengthening, public service, or related fields.
• Experience in nonprofit administration, executive support, project coordination, document control, editing, compliance, governance support, records management, or administrative operations is beneficial but not required.

Role Boundaries

• Do not provide legal, tax, accounting, audit, or other professional opinions on behalf of ADUD.
• Do not approve policies, contracts, budgets, governance instruments, programs, or organizational decisions on behalf of ADUD.
• Do not independently establish or communicate official ADUD positions.
• Do not replace or exercise the authority of ADUD's Board of Trustees, officers, President/CEO, Executive Bureau, committees, or other authorized leadership.
• Do not distribute confidential, privileged, personnel, financial, governance, or otherwise restricted materials outside approved ADUD systems or a designated area.