Executive Coordinator

The JPB Foundation is now the Freedom Together Foundation.  The Freedom Together Foundation(FTF) 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.

ABOUT FTF
FTF’s vision is to build the power of those who have been denied it to challenge and change oppressive systems, and advance visions of a more just, democratic, and sustainable world. We are dedicated to long-lasting, systemic change. That means we commit to our partners for the long haul, trusting in the strength and vision of the organizations we support to address some of our country’s most entrenched problems. Over the last 10 years, FTF has grown to be one of the largest US foundations, awarding over $300 million in grants each year. Learn more about the transition and leadership team members here.

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 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 in regular contact with the SVP to support effective coordination and access;
• Maintain open communication with the team, providing a bridge to foresee, identify, or address any issues that should be raised for consideration by the SVP;
• Provide backup support to other Executive Coordinators and reception, as needed; and
• Communicate thoughtfully and respectfully to internal and external audiences, holding care and confidentiality, exercising judgement, and maintaining credibility and trust.

Perform other related duties as requested or as responsibilities dictate.

QUALIFICATIONS, COMPETENCIES AND BEHAVIORS
While no one candidate will embody all the qualifications below, the ideal candidate will have many of the following professional and personal abilities, attributes, and experiences:

• Minimum of five years of experience as an Executive Assistant, with significant experience working with a high-profile leader;
• Exceptional judgement, ability to hold and keep confidential information, and ensure complete discretion;
• Meticulous organizational and tracking skills and attention to detail for self and others;
• Demonstrated experience staying calm under pressure and flexible while maintaining a high degree of attention to detail and logistics;
• Demonstrated ability to strategically organize work, prioritize a breadth of activities and communication, meet deadlines, and problem solve and reliably follow up appropriately;
• Strong verbal and written communication skills with the ability to handle communications tactfully and professionally with a high attention to detail and warmth;
• Orientation towards service and support for others, and a willingness to take on any tasks as needed;
• Comfort with using technology, including proficiency in the use of Microsoft Office computer applications, including Microsoft Outlook, Word, Excel, and PowerPoint, with experience using a database is preferred;
• Team-oriented, enjoys working in a collaborative environment and developing effective working relationships internally and externally;
• Self-motivated with a strong work ethic and proven ability to work in a fast-paced environment;
• Ability to provide exceptional service at unusual times while ensuring ongoing balance and self-care to ensure sustainability in this role;
• Bachelors' Degree or equivalent experience in related field; and
• A commitment to social justice and the mission of FTF.

SALARY & BENEFITS

This is a full-time non-exempt position. FTF deeply values fair and equitable wages that enables people to thrive. As such, individuals that join FTF at this job level will start at the midpoint of their range, which is equivalent to $117,000. FTF offers an extensive and generous benefits package including health insurance (with 100% of the premiums paid for employees, spouses, domestic partners, and qualified family members), paid time off (including last week of the year), 401(k) retirement plan with 12% employer contribution, and access to an inclusive family building reimbursement plan. FTF provides up to $5,000 annually for professional development and the ability to recommend an annual grant to the nonprofit of your choice.

WORKING WITH FTF

We believe that diversity is critical to our mission, and we value an inclusive culture. We strongly encourage applications from people with lived experiences related to our programs and applications from people of color, persons with disabilities, women, and LGBTQ+ individuals. The Freedom Together Foundation is an equal opportunity employer; we do not discriminate in employment based on race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, gender or gender identity, age or sexual orientation.

The Freedom Together Foundation is based in Manhattan, NY. FTF staff operates on a hybrid schedule and currently works from the NYC office 3 days weekly, with the flexibility to work remotely two days weekly.