Executive Coordinator

The Executive Coordinator will provide high-level strategic support to the Co-President of Community Change/Action with particular emphasis on scheduling, travel, management of administrative tasks, and planning. This position will also provide backup support as needed for the broader Executive Office, and will play a key role in promoting a sustainable, professional, organized, and collaborative atmosphere.

The Executive Coordinator is an innovative self-starter, who takes initiative and drives projects and tasks to completion. The individual thrives in a fast-paced environment, demonstrates strong time management and impeccable attention to detail, and can work both independently with minimal supervision and collaboratively as part of a team. The individual must exercise extreme discretion as they will handle confidential information and manage highly sensitive internal and external communications, demonstrate good judgment, be adaptive, flexible, and trustworthy.

A portion of time will be spent working with Community Change's sister organization, Community Change Action.

Principal Responsibilities:

Co-President’s Administrative Support

• Manages the Co-President’s calendar, ensuring a clear purpose and strategic use of the Co-President’s time. This includes driving the scheduling of appointments and meetings to support all areas of the Co-President’s work.
• Compiles requests for meetings for the Co-President's review and decision-making, and provides updates to stakeholders in a timely manner.
• Serve as the primary point of contact for internal and external contacts on behalf of the Co-President.
• Supports the Co-President’s preparation for meetings, including organizing materials, capturing notes, and driving timely follow-up.
• Completes various administrative tasks for the Co-President, including processing reimbursements, and reconciling the Co-President’s organizational credit card.
• Works with fellow Executive Coordinator, Executive Office (supporting the other Co-President) to coordinate Co-Presidents' calendars and ensure adequate touchpoints between the two leaders and their direct reports.
• Remains in close communication with the Director of Executive Projects around the Co-President's meetings and engagements for management of cross-organizational implications.
• Provides scheduling and administrative coverage for the other Community Change/Action Co-President when their Executive Coordinator is out of office.

Events and Project Coordination

• Schedules and manages logistics for occasional Community Change/Action meetings, conferences, workshops and presentations.
• Compiles and organizes background materials, agendas and minutes, and drives follow up activities in close coordination with relevant staff and partners.
• Works with external vendors (e.g. hotels, caterers, meeting venues) on day-of logistical needs.
• Coordinates other projects under the supervision of the Director of Executive Projects.

Writing and Communications

• Drafts and formats emails and letters professionally for general or routine correspondence with both internal and external audiences, under the supervision of the Director of Executive Projects.
• Prepares travel or meeting-related documents, itineraries, etc.
• Routinely communicates with Community Change/Action board members and takes meeting notes and minutes during board meetings.

Enhanced Travel Coordination

• Books and manages all aspects of Co-President's travel for out-of-town events and meetings, including flights, accommodations, ground transportation, and contingency planning.
• Regularly travels with the Co-President for speaking engagements, convenings, and other events, serving as on-site operational support.
• Coordinates security arrangements as needed, working with venue security, local law enforcement, and/or private security services to ensure the Co-President's safety.
• Manages travel logistics in real-time, including rebooking flights, handling delays, coordinating ground transportation, and troubleshooting unexpected issues.
• Provides comprehensive on-the-ground travel support. This will include managing the Co-President's materials, devices, equipment, and accessibility adaptations (e.g. helping with bags, mobility assistance, etc.).

Maintains awareness of local conditions, venue requirements, and potential challenges that could impact travel or events.

Qualifications:

• Minimum of five to seven years of experience managing calendars for senior-level executives.
• Experience serving as executive assistant or traveling support to C-suite executives, elected officials, or other high-profile individuals.
• Experience in a fast-paced non-profit environment.
• Sound judgment, flexibility and patience, with the ability to exercise discretion in dealing with highly confidential and sensitive matters, both internally and externally.
• Excellent meeting, event planning and logistical coordination.
• Exceptional situational awareness and ability to troubleshoot problems with diplomacy in real-time.
• Strong project management skills - highly organized, impeccable time management skills, detail oriented, ability to consistently meet deadlines, and move and follow up on action items.
• Strong writing and skills.
• Excellent interpersonal communication skills, diplomacy, and discretion.
• Team player with the capacity to be resourceful and flexible.
• Commitment to advancing economic, racial, and gender justice.
• Knowledge of remote-first organizational culture and systems.
• Comfortable using our remote work tools including Google Workspace, Microsoft Outlook, Zoom, and Slack.

This position reports to: Director of Executive Projects

Supervisory Responsibility: No

Salary Range: Annual salary range of $80,000 - $90,000. Community Change also offers an excellent benefits package, which includes 4 weeks of annual paid vacation; additional paid holiday leave between December 24 and January 1 and a Summer Break the week of July 4th; 8% employer contribution to a retirement account after six months of employment (and 3% employer contribution for the first 6 months); cell phone and internet stipend; and a choice of generous health insurance plans.

Travel Requirements: This position will require regular travel (1-2 overnight trips/month).

Classification: Community Change recognizes a staff bargaining unit affiliated with IFPTE Local 70, a union for non-profit workers. This position is not included in Community Change’s bargaining unit and not covered under the terms of the collective bargaining agreement.

Location: Community Change/Action is based in Washington, DC. Washington, DC is the preferred location for this position. Remote work is acceptable, however, (occasional) visits to the DC office may be required upon the office reopening.

Equal Opportunity: Our vision of a better world centers the leadership of impacted people of color to move our work on immigrant rights, economic justice, and racial equity, including a focus on jobs and housing, early childhood care and education, income supports, and immigration reform. We strongly encourage the interest and applications of people of color, women, and people in the disabled and LGBTQ+ communities. Community Change is an Equal Opportunity Employer.

Closing Date of Position: Open Until Filled

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