Executive Coordinator

Title: Executive Coordinator 

Location: NYC (Hybrid – 3 days/week in office, 2 days remote)
Salary: $117,000

Reporting to: Senior Vice President of a Program area

ABOUT THE FREEDOM TOGETHER FOUNDATION

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.

 

ABOUT THE ROLE

Freedom Together  seeks an experienced, proactive, tech-savvy, and detail-oriented Executive Coordinator to join the team and provide exceptional support to a Senior Vice President on the Program team. The Executive Coordinator will play a key role in being a gatekeeper and gateway to a senior leader, managing a daily calendar, logistics, travel, and communication and liaising with external vendors. The new Executive Coordinator will ensure thoughtful and strategic prioritization, planning, and coordination for the leader while providing reliable stewardship and care in daily interactions with internal and external contacts. They will provide exceptional discretion, service, and judgement in ensuring safety and seamless execution of travel and activities. The ideal candidate will be experienced in serving as an executive assistant to a high-profile leader and will be calm under pressure, solutions-focused and flexible, meticulous, and a warm and thoughtful communicator and relationship-builder.

KEY RESPONSIBILITIES

The Executive Coordinator will report to a Senior Vice President within the Program team and engage in the following responsibilities and areas of work: 

Provide strategic calendar management, planning, and travel (60%)

 

• Manage the SVP’s schedule by taking in requests for meetings, compiling the requests for the SVP’s review and decision-making, and following up reliably and promptly with meticulous care and detail. 
• Anticipate and forecast potential scheduling needs, including calendaring time to ensure the SVP’s schedule reflects the short-, medium- and long-term priorities of the organization. 
• Coordinate and book SVP’s travel, including confirming travel itineraries within Concur (FTF’s expense system) and creating and documenting travel plans and confirming day-of travel details. 
• Coordinate daily with external vendors to ensure seamless travel. 
• Correspond and coordinate with the SVP so both parties are well-informed of commitments and changes to the SVP’s schedule and manage revisions or cancellations and rescheduling as needed, including providing daily and weekly digests to communicate commitments and itineraries. 
• Collaborate with the SVP to review and improve scheduling and coordination processes, adapting practices as needed to meet the needs of the SVP, FTF team, and external audiences. 
• Correspond with people requesting meetings in ways that communicate respect, care, and discretion to ensure SVP’s time is strategically aligned with the organization’s priorities. 
• Communicate last minute cancellations or changes to others, as needed. 
• Coordinate with other members of the team to respectfully hand-off meeting requests where appropriate; and 
• Travel, as needed, to support the SVP for key meetings and events.

 Support effective meeting logistics (20%)

• Ensure smooth logistical coordination for meetings by reserving and setting up virtual or physical meeting space; coordinating and booking travel; sending invitations, agendas and materials to appropriate people; and compiling advanced background material, including from JPB’s grants management database, Fluxx.
• Receive and direct visitors for meetings involving the SVP.
• Coordinate with the Office Management team about rooms, food, and early or late set up; and
• Order food for meetings as needed, coordinating delivery with the building, vendor, and Office Management team.

Complete SVP’s administrative tasks and projects (10%)

• Manage and reconcile SVP’s expenses.
• Attend meetings to record minutes, document follow up items, and circulate meeting summaries to appropriate parties, as needed.
• Assist with the design and preparation of documents, reports, and presentations, as needed.
• Maintain filing upkeep; and
• Assist with special projects.

Build relationships and ensure thoughtful, effective communication (10%)

• Build relationships with team members and external constituencies who are i