External Relations Coordinator

Vital Voices Global Partnership•Columbia, WA

15h•Hybrid

About The Position

The 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 External Relations 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 department. 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.

Requirements

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.

Nice To Haves

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.

Responsibilities

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.
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.
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.