Executive Coordinator, OOP

Title: Executive Coordinator, OOP  

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

Salary: $117,000

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 dedicated to long-lasting, systemic change. Over the last 10 years, Freedom Together has grown to be one of the largest US foundations, awarding over $300 million in grants each year.

THE POSITION

The Freedom Together Foundation seeks nominations and applications for the position of Executive Coordinator to the Office of the President. Joining the foundation at an exciting time of strategic development and growth, the Executive Coordinator will provide key operations support for the President and foundation leadership. 

Reporting to the Senior Manager, Office of the President,  the Executive Coordinator (EC) will manage the operations and administrative support for the Office of the President. The EC will coordinate travel, calendars, dining reservations, and daily administrative support for the President. This person will need to maintain excellent tracking systems and records to manage files, materials and budgets for the President. In all of this work, the EC will promote the mission, vision, and values of the foundation.

The ideal candidate brings exceptional administrative skills, with the ability to proactively oversee essential day-to-day and long  term operations, with strong written and verbal communications, relationship-forward approach, and impeccable attention to details. 

They will be curious and detail oriented, an excellent communicator, and excel at anticipating operational and logistical needs for the Office of the President. The EC will build strong and collegial relationships with all Freedom Together employees, have sound judgement and integrity, and be adaptable and flexible and able to thrive in this exciting time of expansion for the foundation.

KEY RESPONSIBILITIES

• Operations Support: With assistance from the President’s Executive Coordinator, the EC will manage travel coordination and logistics for the President (e.g. booking flights, hotels, car service, meals, drafting itinerary etc.). They will curate dining experiences and manage reservations for the President, including daily lunch orders. They will also provide calendar back up support for the OOP as needed.
• Daily Administrative Support: The EC will provide daily administrative support to the OOP, including ad hoc internal task tracking, action item follow-up, reminders, note taking as needed, supporting the President’s administrative to-dos (maintaining contact records, receipt collection/expense reports, staff approvals, grant review/approvals etc.). They will conduct data entry and analysis for the various tracking systems, including analyzing the President’s use of calendar time in various categories and producing reports.
• Materials and File Management: The EC will organize printing or digital copies of meeting collateral and research/reading materials in a consistent, timely, aesthetic manner across different modes (e.g. digital tracker, iPad, portfolio binder etc.). They will manage the digital and physical file system for the President (readings, media, written, proposals, contacts, administrative forms).
• Presentations and Event Support: The EC will produce quality slide decks/presentations in alignment with the foundation's branding standard internally and externally. They will support various events as directed, including booking quality spaces and providing tech support. The EC will also assist OOP, Operations and People & Culture leadership ad hoc with support and logistics for recurring events as well as periodic assistance with special retreats or celebrations.
• Research Support: The EC will conduct occasional research and formulate background documents as needed, including but not limited to biographies, recent media hits, brief summaries, pulling quotes, overview of programmatic/mission work, and assets research.
• Special Projects and Ad Hoc Support: The EC will hold other responsibilities as needed, including projects and tasks as assigned by President, COS, Deputy COS and Sr. Manager of OOP.
• Other duties as assigned.

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 three (3) years of relevant experience as an Executive Assistant serving a C-level executive or board member.
• Strong track record of driving administrative priorities.
• Exceptional attention to detail. 
• Excellent written communication skills with the ability to summarize and present information to various audiences, including foundation leadership, grantees and partners.
• Proficient with Google Suite and administrative systems, including budget monitoring, data tracking, and file management.
• Helpful and willing to pitch in on anything. 
• Enjoys working in both a collaborative environment and independently.
• Positive and professional demeanor and ‘can-do’ solution-oriented mindset.
• Resourceful and finds a solution in any situation.
• Sound judgment and integrity.
• Curious and learning-oriented.
• The proven ability to manage multiple priorities and adapt in a changing environment.
• Passion for and commitment to Freedom Together’s mission and values.

SALARY & BENEFITS

This is a full-time, exempt position and the annualized salary is $117,000. Freedom Together 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. Freedom Together 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 FREEDOM TOGETHER

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. Freedom Together staff operates on a hybrid schedule and currently works from the NYC office three days weekly, with the flexibility to work remotely two days weekly.

TO APPLY

The priority deadline to apply for this position is June 2, 2025, though applications will be considered until the position is filled. To apply, please submit a resume and answer the questions. Reach out to Jaclyn Jones at jjones@freedomtogether.org with any questions.