Executive Coordinator, Strategic Partnerships

 

Title: Executive Coordinator, Strategic Partnerships

Location: NYC (hybrid, 3 days/week in office, 2 days remote)

Salary: $120,000

Reporting to: Strategic Partnerships Manager

 

ABOUT US

The Freedom Together Foundation’s mission is to support people who have been denied power to build it, so they can change unjust systems and create a more democratic, inclusive, and sustainable society. We are committed to advancing deep, systemic change by supporting movements, leaders, and organizations working for justice across the country.

 

THE POSITION

The Freedom Together Foundation seeks nominations and applications for the position of Executive Coordinator for the Strategic Partnerships team. As the team’s work continues to evolve and grow, this role provides essential administrative and coordination support to ensure the smooth and efficient operation of the team’s work.

Reporting to the Strategic Partnerships Manager, the Executive Coordinator will work closely with and support the Vice President of Strategic Partnerships, with a primary focus on calendar and email management, scheduling, travel coordination, and general administrative support. This role is critical to ensuring timely, thoughtful, and well-organized engagement with internal colleagues and external partners.

The Executive Coordinator will help manage a high volume of meeting requests and communications, ensuring that the Vice President’s time is strategically aligned with organizational priorities and that requests are handled with care, discretion, and responsiveness. The ideal candidate is highly organized, detail-oriented, calm under pressure, and able to move fluidly between relationship management and hands-on administrative work.

There is a moderate travel requirement for this position; the Executive Coordinator will accompany the VP to events that may occur in the evenings or on the weekends or may require overnight stays out of town.

 

KEY RESPONSIBILITIES

Strategic Calendar Management and Scheduling

• Manage the Vice President’s schedule by receiving, tracking, and organizing meeting requests for review and decision-making.
• Anticipate and forecast scheduling needs to ensure the calendar reflects short-, medium-, and long-term priorities.
• Collaborate with the Vice President and Strategic Partnerships Manager to review and improve scheduling and coordination processes.
• Correspond with meeting requestors in ways that communicate respect, care, and discretion.
• Communicate last-minute changes, cancellations, or rescheduling as needed.
• Coordinate with other team members to respectfully hand off meeting requests when appropriate.

Meeting Logistics and Coordination

• Support logistical coordination for virtual and in-person meetings, including reserving and setting up meeting space.
• Receive and direct visitors for meetings involving the Vice President.
• Coordinate with the Office and Facilities team to arrange rooms, food, and early or late setup.
• Order food for meetings and coordinate delivery with vendors and building staff.

Travel Coordination

• Research, coordinate, and book travel for the Vice President, including flights, accommodations, and event registration.
• Ensure all travel complies with Freedom Together guidelines and seek pre-approval as needed in partnership with the Strategic Partnerships Manager.
• Create clear travel itineraries and prepare materials for trips.
• Coordinate with external vendors to ensure seamless travel experiences.

Expense Tracking and Reporting

• File and track receipts on an ongoing basis.
• Support preparation of expense reports by reviewing documentation and following up with the Vice President or vendors to obtain missing receipts, in coordination with the Strategic Partnerships Manager.

Email Management and Communication

• Manage the Vice President’s inbox by filtering, filing, and flagging messages to ensure timely action.
• Draft and send correspondence on behalf of the Vice President, ensuring accuracy and responsiveness.
• Maintain systems to track incoming documents, follow-up items, and next steps within project workflows and meeting agendas.
• Loop in appropriate team members to support review or action on incoming requests and materials.

Touchpoints and Stewardship Support

• Assemble and send packages to key external partners.
• Coordinate the drafting and si