Current Vacancies

Part Time Foundation Admin Co-ordinator

Applications Close: 23rd July 2025

• Part-Time| Remote | 2 Hours per Day | Mon–Fri, year-round excluding agreed holiday

• £25 - £35 ph + experience dependent

The Conscious Travel Foundation is a fast-growing, award-winning not-for-profit membership organisation championing meaningful, positive-impact travel. Our mission is to empower our members to embed purpose and responsibility into the heart of their travel businesses. We achieve this by engaging with and supporting a global community of travel businesses, curating an educational programme of events (both online and in person) and facilitating impactful, grant-making initiatives.

We are looking for an experienced, proactive, and dependable administrator to support our London-based co-founders in the day-to-day running of the organisation. The successful applicant will provide remote administrative support across all key areas of the business, including membership, CRM management, invoicing, events, our donations and grant-making and communications.

Candidate Profile:

This role would suit candidates with proven administration and data entry skills. Experience in a non-profit or membership-based organisation would be beneficial but not essential.

We are looking for candidates who are comfortable working unsupervised and can demonstrate a hands-on approach, strong organisational skills and a grasp of the importance of accuracy, time management and meticulous attention to detail. The ideal candidate will possess strong written communication skills and display initiative in all aspects of their role within the organisation. A genuine interest in responsible, community-focused travel and a strong alignment with the values and mission of The Conscious Travel Foundation would be highly valued, though not essential. Training can be provided on tools such as Xero, Calendly, Google Workspace, Squarespace, Vimeo, and our CRM.

Responsibilities:

1.Membership Administration & Onboarding
To deliver a smooth, timely experience for prospective and current members with regards to the application and annual renewal.

To respond to new applications within 48 hours, scheduling introductory calls with our founders (using our Calendly link for efficiency). File applications and correspondence methodically. Manage membership renewals, issue invoices and update CRM. Provide ongoing admin support to make new and existing member check-ins on behalf of founders to aid retention. Relay key member requests, and updates to the wider team.

* For context, the Foundation receives an average of 5 new applications per month, and approximately 4 new members. There are spikes in membership applications and renewals at certain points of the year (notably September and January).

2. Invoicing & Financial Administration
To oversee membership invoicing and payment tracking, with accurate reconciliation in Xero.

Corresponding invoicing. Generate and issue invoices using Xero for new and renewing members. Track payments made via BACS, Stripe, and Direct Debit. Reconcile all payments and update member records accordingly.

3. Event Lead Follow-Up
To support the administration of online and in-person events.

To include prompt, follow up of new member leads post-events, occasional coordination of online education sessions and administrative follow-up.

4. Philanthropy Administration
To coordinate and maintain accurate records for our two philanthropic initiatives:

• Member Directed Giving (direct donations by members to projects)

• Community Impact Fund (our annual grant-making programme)

Monitor the philanthropy email inbox and update CRM with donation-related correspondence. Note the cycle runs from September-February annually. Administer the recording of member donations as part of our Member Directed Giving scheme by:

• Request and monitor annual project donation registration (September/October only).

• Recording contributions in CRM and filing documentation in shared folders as submitted. Following up to ensure proof of donations and project information are received by all participants.

Support the Community Impact Fund process (October-January). Create and organise application folders.

5. Marketing & Content Support
To assist in supporting marketing workflow and keeping member assets up to date.

Download and archive webinar recordings to Vimeo. Collect and file images and bios from members and grantees. Upload approved content to the member directory on Squarespace. Refresh the Resource Library hosted in Squarespace monthly with articles provided by the team.

6. Team Support
To provide ad-hoc support to the co-founders and Communications Manager across internal operations.

To respond to team requests for file organisation, email prep, mailing lists and member communications. Ensure shared folders and documentation are tidy and accessible.

7. Events & Community Support
Following online events, courses and our attendance at in-person events, follow-up leads with current membership information and Calendly link.

Ensure responses are tracked, with follow-ups sent after 10 days if no reply is received. Coordinate updates with other team members to avoid duplication and ensure timely conversion or closure of leads and update CRM. Occasional coordination of online education sessions and administrative follow-up.

Additional Ad-Hoc Projects & Events Support
In addition to the core responsibilities outlined above, the Foundation’s Admin Coordinator may be invited to support special projects and one-off events throughout the year.

These additional responsibilities are offered on an as-needed basis and require flexibility and proactive communication. Extra hours will be agreed upon in advance and invoiced accordingly. These events include our Annual Fundraising Event (November), Guest list RSVP management and invitation tracking. Assisting with prize donation outreach and coordination with member and partner networks. Administrative support for event logistics, communications, and documentation.

To Apply:

Please apply by sending your CV to The Conscious Travel Foundation by following the link below. We’re committed to ensuring a fair and equitable recruitment process. To help reduce unconscious bias, we kindly ask applicants to submit an anonymised CV, with the following personal details removed:

- Name
- Address
- Date of birth
- Gender
- Photograph
- Names of schools/universities (where possible)

Please focus on your experience, skills, and relevant achievements. You’re welcome to attach a personalised cover letter, which will only be read once applicants have been shortlisted.