Partnership Administrator (Hubspot experience required)

About the role

We’re looking for a proactive and detail-oriented early-career professional to join our global Partnerships team as a Partnership Administrator.
In this role, you’ll support the administration and engagement of OCA’s growing network of Contributors—stakeholders from across the organic cotton supply chain. You’ll manage key contributor processes, maintain and optimize our CRM system (HubSpot), and ensure smooth coordination across teams. Reporting to the Partnerships Director, you’ll be part of a mission-driven, international organization working at the forefront of sustainable agriculture. This role is a great opportunity to develop skills in stakeholder engagement, operations, and data management, with ample scope for growth as your confidence and capabilities expand. If you have strong communication skills, a stakeholder-centric mindset, and a passion for sustainability and systems change, we’d love to hear from you. To apply for this position, please submit your application by 15 September 2025.

Responsibilities

As Partnership Administrator, you will support the Partnerships team across the following core areas, essential to the administration and management of OCAs network of Contributors:
Contributor Recruitment & Onboarding Support

• Assist in the contributor application process, including due diligence checks and maintaining accurate application records.
• Ensure contact information is regularly updated and portal access is managed for both internal and external users.
• Track movement in the contributor lead pipeline and support country managers in developing leads.
• Support recruitment campaigns by preparing mailing lists and distributing outreach communications.
• Schedule and follow up on introductory calls with prospects, involving relevant internal stakeholders.
• Assist in developing decks and other marketing collateral to support contributor outreach and recruitment.

• Provide administrative support for OCA’s annual contributor renewal cycle.
• Coordinate with the finance team to issue renewal reminders and follow up on inquiries.
• Ensure maintenance accurate documentation of renewal records in line with internal policies.
• Support with tracking payments, invoices, and related transactions.
• Update renewal-related data in HubSpot and contribute to managing dashboards that monitor progress and completion.

• Act as a first point of contact for contributors, responding to initial inquiries and directing them to the appropriate team members.
• Monitor and manage the Secretariat inbox, prioritizing and distributing incoming messages efficiently.
• Develop and maintain auto-reply templates for frequent inquiries.
• Maintain a repository of response materials and resources to ensure timely, consistent communication with stakeholders.

• Serve as the HubSpot “Super User,” maintaining and optimizing the CRM system in line with organizational needs.
• Generate regular, accurate reports and insights for the Partnerships Director.
• Ensure data integrity, GDPR compliance, and system updates across contributor records.
• Coordinate with service providers and support staff training to ensure effective CRM use.

• Manage invitee lists, registration, and attendance tracking for contributor events and webinars.
• Collaborate with the Communications team to coordinate event communications, including invitations, agendas, reminders, and post-event follow-ups.

What you bring

• Excellent communication skills, both written and verbal
• Strong organisational, time management and multitasking abilities
• Demonstrated experience in working with CRMs and maintaining records (Hubspot experience mandatory)
• Confident and engaging communication style adept at interacting and managing stakeholders
• Proficiency in data management, analysis and project coordination
• Customer service-oriented mindset with excellent interpersonal skills, ability to work independently as well as collaboratively with a team.
• Adaptable work style to thrive in a dynamic, evolving role
• Goal oriented and an accountable approach to work with a focus on timely execution.
• Proficient in Microsoft Office, particularly PowerPoint and Microsoft Excel.

We offer

• A one-year contract with the possibility of extension
• Flexible work hours / partially working from home possible
• Statutory annual leave entitlements
• A warm international and collaborative team that values diverse skills, and perspectives.
• Opportunities for professional growth through training and development
• The chance to contribute to a impactful mission: realising the true potential of organic cotton

About us

At the Organic Cotton Accelerator (OCA), we believe organic cotton is the catalyst for a truly sustainable textiles sector. As a multi-stakeholder organisation, we unite the sector to unleash the potential of organic cotton, from field to fashion, for people and the planet.
We envision a future where, every time a farmer switches to organic cotton, there is a ripple effect of positivity; farmers earn more and their land and soils are fertile for future generations, protecting our planet. We call this the Organic Cotton Effect.We’re committing to enabling this future by creating a transparent, responsible and resilient organic cotton supply chain that prioritises delivering farmer prosperity and meeting the sector’s shared sustainability goals. As an accelerator, we want to get to this future, faster. Join our dynamic and innovative team as we work towards revolutionizing the production, distribution, and consumption of organic cotton globally. For more information about OCA and what we do: https://www.organiccottonaccelerator.org/