Executive Coordinator

Organization Description 

Vital Voices Global Partnership is a leading international non-profit organization. We invest in women leaders who are tackling the world’s greatest challenges – from gender-based violence to the climate crisis, economic inequities, and more. We are “venture catalysts,” identifying leaders with a daring vision for change and partnering with them to make that vision a reality. What sets Vital Voices apart is that we make long-term, holistic investments in leaders with bold ideas for change — providing them connections, capacity, a network of their peers, financial support, and visibility for their work. We have provided early support for leaders who went on to become Nobel Peace Laureates, US Youth Poet Laureates, Prime Ministers, award winning innovators and breakthrough social entrepreneurs. Over the past 27 years, we have directly invested in more than 47,000 change-makers across 188 countries, who in turn have improved the lives of millions of people in their communities and countries. 

Vital Voices’ staff is headquartered in Washington, DC. In the coming years we have a bold vision to dramatically scale our impact. In early 2022, we opened the first ever Global Headquarters for Women’s Leadership, a 30,000+ sq. ft. historic building just blocks from the White House on 16th Street. It is a hub of activity, events, and collaborations — bringing together women leaders and their allies to tackle the world’s greatest challenges.

Mission

Vital Voices invests in women leaders taking on the world’s greatest challenges and accelerates collective action towards an equitable and sustainable world. 

Summary

The Executive Coordinator, External Relations provides high-level coordination and operational support to the Chief External Relations Officer (CERO) and the broader External Relations team, ensuring effective execution of strategic priorities across Development, Communications, Events, and external partnerships.

This role serves as a key connector across the External Relations team, supporting executive priorities, coordinating complex calendars and meetings, preparing leadership materials, managing information flow, and ensuring seamless execution of high-impact initiatives.

The Executive Coordinator will work closely with senior leaders, internal teams, donors, partners, Board members, and external stakeholders to support the effectiveness of the CERO and the External Relations division. This position requires exceptional organizational skills, sound judgment, discretion, attention to detail, and the ability to anticipate needs in a fast-paced, mission-driven environment.

This position is based in Washington, DC with the option of a hybrid work schedule. Remote candidates are not being considered.

Executive Support & Coordination

• Manage and prioritize a complex executive calendar.
• Coordinate internal and external meetings with senior leaders, donors, partners, and stakeholders.
• Prepare meeting agendas, briefing materials, presentations, and background documents.
• Track follow-up items, decisions, and action steps.
• Coordinate travel arrangements, itineraries, and expense reporting.
• Prepare meeting notes and ensure timely follow-through.
• Anticipate needs and proactively support executive priorities.

External Relations Team Coordination

• Coordinate division-wide meetings and planning sessions.
• Maintain departmental calendars and key milestone tracking.
• Support leadership communications and updates.
• Organize materials for executive meetings and strategic discussions.
• Manage internal information flow to ensure priorities remain aligned.
• Support cross-functional initiatives and special projects.
• Manage invoices, expenses, and administrative requests.
• Maintain shared files, records, and databases.
• Create project trackers and timelines, monitor deadlines and deliverables.
• Support executive participation in events.
• Coordinate schedules, materials, and logistics for Vital Voices events.
• Assist with VIP event engagement and guest preparation.
• Support event-related communications and follow-up.

Board, Donor & Partner Engagement Support

• Prepare briefing materials and meeting documents.
• Coordinate schedules and logistics.
• Support donor and partner meetings.
• Maintain organized records and follow-up actions.
• Assist with special events and executive convenings.
• Support relationship management activities.

Required Qualifications

• Bachelor's degree in business administration, communications, nonprofit management, international relations, or a related field preferred.
• Minimum of 4–6 years of relevant experience supporting senior executives, leadership teams, or complex organizations.
• Experience managing executive calendars, meetings, and high-level communications.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Demonstrated ability to handle confidential information with discretion.
• Strong interpersonal skills and ability to build relationships across teams and with external stakeholders.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Experience with project management tools such as Asana, Monday.com, or similar platforms.

Preferred Qualifications

• Experience supporting C-suite executives or senior leadership teams.
• Experience coordinating donor, Board, or external partner engagement.
• Experience working in a nonprofit, philanthropic, or mission-driven organization
• Familiarity with fundraising, communications, events, or external relations functions.
• Experience with Salesforce or CRM platforms.
• Strong interest in global women's leadership, human rights, and social impact.

This position is a full-time, exempt hybrid position based in Washington, DC with two days of required in person attendance at the Vital Voices Headquarters. If and when it is safe to travel, domestic and international travel up to 10% may be required for the position. 

The anticipated starting salary for this role is $71,700, with flexibility up to $79,100 for candidates who bring additional experience, skills or qualifications beyond the core requirements of the position.

Benefits:

At Vital Voices, we value our employees and their well-being. That's why we offer a competitive and comprehensive compensation package that includes medical, dental, and vision insurance, 401k match, short and long-term disability, life insurance, HSA, EAP, and more. But that's not all. We believe in giving our employees the flexibility and support they need to thrive in their work and life. That's why we provide generous PTO including wellness flex Fridays, parental leave, earned sabbatical time, and volunteer leave as well as a professional development stipend to support continuous improvement. Join us and be part of a global team that empowers women leaders to transform the world. 

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Vital Voices provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Vital Voices complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.  

Vital Voices expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Vital Voices’ employees to perform their job duties may result in discipline up to and including discharge.