Executive Coordinator, Investment Office
About The Position
The Freedom Together Foundation seeks nominations and applications for the position of Executive Coordinator for the Investment Office. This role provides critical operational, administrative, and process coordination support to ensure the effective functioning of the foundation’s investment activities. Reporting to the Chief Investment Officer (CIO), the Executive Coordinator serves as a trusted partner and organizer of the Investment Office’s workflows, materials, and operating rhythms. The role includes calendar and meeting coordination, as well as managing processes, documentation, and communication that support investment decision-making, governance, and external manager relationships. The Executive Coordinator helps ensure that information flows smoothly, deadlines are met, and investment-related activities are well organized and executed with care, accuracy, and discretion. The ideal candidate is highly organized, detail-oriented, comfortable working with confidential information, and able to manage multiple processes in a structured, methodical way.
Requirements
- Minimum of five years of relevant experience in an executive coordination, operations, or administrative role, ideally supporting senior leaders.
- Experience managing complex processes, documentation, and workflows in a structured environment.
- High level of discretion and comfort working with confidential and sensitive information.
- Strong organizational skills and exceptional attention to detail.
- Ability to track multiple timelines and priorities and follow through reliably.
- Comfort working with financial, investment, or technical materials, even if not an investment professional.
- Calm, methodical approach to work with the ability to adapt as priorities evolve.
- Clear, professional written and verbal communication skills.
- High emotional intelligence, sound judgment, and low ego.
- Proficiency with Google Workspace and ability to learn additional systems and tools.
- Strong alignment with Freedom Together’s mission and values.
- Enthusiasm for contributing to a collaborative, values-driven organizational culture.
Nice To Haves
- A “no task too small” mindset paired with ownership and initiative.
Responsibilities
- Support the day-to-day operations of the Investment Office by coordinating workflows, timelines, and deliverables.
- Track key investment processes, including due diligence cycles, reporting deadlines, and review schedules.
- Maintain organized systems for investment-related documentation, materials, and records.
- Help ensure consistency and follow-through across recurring investment office activities.
- Coordinate logistics for investment-related meetings, including internal meetings and Investment Committee meetings.
- Prepare and organize meeting materials, agendas, and briefing documents in advance of meetings.
- Track action items and follow-ups resulting from meetings and support timely completion.
- Coordinate with internal teams and external partners to ensure meetings run smoothly.
- Provide calendar management support to the Chief Investment Officer, with a focus on prioritization and coordination rather than high-volume scheduling.
- Schedule meetings with internal stakeholders, investment managers, consultants, and advisors.
- Communicate clearly with participants regarding meeting logistics, changes, or follow-ups.
- Serve as a point of coordination with external investment managers, consultants, and service providers.
- Support the flow of information between the Investment Office and external partners, ensuring requests and materials are tracked and addressed.
- Assist with onboarding and offboarding of external partners as needed.
- Support expense tracking and reconciliation related to Investment Office activities.
- Assist with contract tracking, document execution, and filing in coordination with internal teams.
- Help manage records related to compliance, reporting, and governance processes.
- Communicate thoughtfully and professionally with internal colleagues and external partners.
- Serve as a connective bridge between the Investment Office and other teams when coordination is required.
- Provide backup support to other Executive Coordinators as needed.
Benefits
- 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
- 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.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
