Executive Coordinator, Strategic Partnerships

Freedom Together Foundation • New York, NY

4h • $120,000 - $120,000 • Hybrid

About The Position

The Freedom Together Foundation seeks nominations and applications for the position of Executive Coordinator for the Strategic Partnerships team. As the team’s work continues to evolve and grow, this role provides essential administrative and coordination support to ensure the smooth and efficient operation of the team’s work.

Reporting to the Strategic Partnerships Manager, the Executive Coordinator will work closely with and support the Vice President of Strategic Partnerships, with a primary focus on calendar and email management, scheduling, travel coordination, and general administrative support. This role is critical to ensuring timely, thoughtful, and well-organized engagement with internal colleagues and external partners.

The Executive Coordinator will help manage a high volume of meeting requests and communications, ensuring that the Vice President’s time is strategically aligned with organizational priorities and that requests are handled with care, discretion, and responsiveness. The ideal candidate is highly organized, detail-oriented, calm under pressure, and able to move fluidly between relationship management and hands-on administrative work.

There is a moderate travel requirement for this position; the Executive Coordinator will accompany the VP to events that may occur in the evenings or on the weekends or may require overnight stays out of town.

Requirements

• Minimum of 8 years of relevant experience supporting senior leaders in an executive, administrative, or coordination role.
• Demonstrated experience managing high-volume scheduling and communications with attention to detail and responsiveness.
• Exceptional judgment, discretion, and ability to handle confidential information.
• Strong organizational, tracking, and follow-up skills.
• Ability to anticipate needs, prioritize competing demands, and problem-solve proactively.
• Calm, grounded presence under pressure with flexibility as priorities shift.
• A “no task too small” mindset paired with initiative, ownership, and collaboration.
• Excellent written and verbal communication skills, with warmth and professionalism.
• High emotional intelligence, low ego, and a service-oriented approach.
• Comfort with administrative work and supporting small, fast-moving teams.
• Proficiency with Google Workspace and comfort learning additional tools and systems.
• Curiosity, resilience, and a positive learning orientation.
• Strong alignment with Freedom Together’s mission and values.
• Enthusiasm for building a culture rooted in shared values that supports staff to do their best work.
• Willingness and ability to travel at a moderate level as required.

Responsibilities

• Manage the Vice President’s schedule by receiving, tracking, and organizing meeting requests for review and decision-making.
• Anticipate and forecast scheduling needs to ensure the calendar reflects short-, medium-, and long-term priorities.
• Collaborate with the Vice President and Strategic Partnerships Manager to review and improve scheduling and coordination processes.
• Correspond with meeting requestors in ways that communicate respect, care, and discretion.
• Communicate last-minute changes, cancellations, or rescheduling as needed.
• Coordinate with other team members to respectfully hand off meeting requests when appropriate.
• Support logistical coordination for virtual and in-person meetings, including reserving and setting up meeting space.
• Receive and direct visitors for meetings involving the Vice President.
• Coordinate with the Office and Facilities team to arrange rooms, food, and early or late setup.
• Order food for meetings and coordinate delivery with vendors and building staff.
• Research, coordinate, and book travel for the Vice President, including flights, accommodations, and event registration.
• Ensure all travel complies with Freedom Together guidelines and seek pre-approval as needed in partnership with the Strategic Partnerships Manager.
• Create clear travel itineraries and prepare materials for trips.
• Coordinate with external vendors to ensure seamless travel experiences.
• File and track receipts on an ongoing basis.
• Support preparation of expense reports by reviewing documentation and following up with the Vice President or vendors to obtain missing receipts, in coordination with the Strategic Partnerships Manager.
• Manage the Vice President’s inbox by filtering, filing, and flagging messages to ensure timely action.
• Draft and send correspondence on behalf of the Vice President, ensuring accuracy and responsiveness.
• Maintain systems to track incoming documents, follow-up items, and next steps within project workflows and meeting agendas.
• Loop in appropriate team members to support review or action on incoming requests and materials.
• Assemble and send packages to key external partners.
• Coordinate the drafting and signing of thank-you notes following donor engagements, working closely with Executive Coordinators and the Relationship Manager to ensure timely follow-up.
• Maintain inventory of stewardship materials (e.g., thank-you notes, books, mugs, welcome items) and place orders as needed.
• Coordinate ordering and sending of flowers, care packages, and other acknowledgments for donors and partners 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed