P.O. Box 65323
Position: Executive Coordinator
FLSA Status: Full-time, Exempt
Reports to: Chief Executive Officer and Chief Operations Officer
Direct Reports: N/A
Date Issued: 09/12/18
Date Revised: N/A
Polaris is a leader in the global fight to eradicate modern slavery. Named after the North Star that guided slaves to freedom in the U.S., Polaris acts as a catalyst to systemically disrupt the human trafficking networks that rob human beings of their lives and their freedom. By working with government leaders, the world's leading technology corporations, and local partners, Polaris equips communities to identify, report, and prevent human trafficking. Our comprehensive model puts victims at the center of what we do – helping survivors restore their freedom, preventing more victims, and leveraging data and technology to pursue traffickers wherever they operate. Founded in 2002, Polaris is currently in a period of rapid growth in order to achieve a bold vision for an increased global presence and the introduction of new programs aimed at strategic interventions to disrupt human trafficking where it is occurring and to restore freedom to survivors. More details about our programs and history can be found on our web site at www.polarisproject.org.
Polaris Project seeks a high-performing Executive Coordinator to support the work of the Chief Executive Officer and Chief Operating Officer. A successful candidate will be organized and detail-oriented with good proactive instincts for how best to be of help in a fast-moving and rapidly changing environment. She/he must be flexible, quick to learn, be able to anticipate needs, manage a busy calendar, and improve systems when needed.
This role requires facilitating the best use of both the CEO and COO’s time, juggling competing priorities, prioritizing internal and external meeting requests, interfacing with all departments of the organization and a variety of external partners, and diplomatically communicating on behalf of and in partnership with the CEO and COO. The ideal candidate will be successful at implementing long term projects while also attending to the immediate daily needs of the CEO and COO’s daily workload, and will be interested in issues related to non-profit leadership and organizational development.
The Executive Coordinator will be privy to confidential information and will be expected to maintain strict confidentiality and demonstrate discretion, good judgment, and professionalism in all activities. She/he will work closely on a day to day basis with both the CEO and COO and will have the opportunity to be a thought partner and source of support with regards to organizational leadership and program support. Experience with Microsoft Office and program management software and tools is a plus.
· Assist the CEO and COO in maintaining and executing on an ongoing master list of all tasks to be completed at any given time, and all immediate deadlines requiring CEO and COO input or decisions;
· Assist with preparing support documentation and follow-up tasks related to the smooth functioning of the Executive Team and the Senior Leadership Team;
· Assist both the CEO and COO in interfacing with all departments of the organization on a wide variety of task areas that span across programs and teams including supporting internal communications and messaging;
· Conduct research, as requested, and prepare briefing materials for the CEO and/or COO related to new and ongoing operational initiatives and projects on a wide range of topics included but not limited to organizational leadership, operations, and organizational development;
· Provide support in preparing and/or creating various internal and external communications, reports, and presentations related to Polaris’ strategy and work;
· Present information in a clear, concise way through written products, PowerPoint slide decks, or spreadsheets under guidance of the CEO and/or COO;
· Utilize project management software and other tools such as surveys and polls to assist with managing and tracking programmatic and operational efforts;
· Assist in preparing correspondence with external partners and facilitate communications with both internal and external parties;
· As requested, provide staff support to the CEO and COO at relevant meetings and events, including taking notes and assisting in the execution of all follow-up items;
· Work with the development and communications teams to support the CEO’s and COO’s work in fundraising, media interviews, and donor presentations;
· Prepare credit card reports and manage financial expenses in accordance with Polaris policies;
· Provide additional support for the CEO and COO as needed, including (but not limited to) business travel, scheduling meetings, responding to phone messages, prioritizing competing requests for time, and coordinating incoming and outgoing tasks and action items;
· Provide logistical support for the functioning of Polaris’ Board of Directors, including editing and producing professionally written deliverables, organizing quarterly Board meeting materials and logistics, and preparing deliverables for the Board;
· Serve as primary back-up to the Office Manager;
· Manage 1-2 Executive Assistant Fellows or work/study interns who will may assist in all or some of the above-listed tasks throughout the year;
· Commitment to Polaris values; and
- Other duties as assigned by supervisor.
This job description provides a summary of the major duties and responsibilities performed by individuals in this position. Incumbents may be asked to perform other tasks not specifically written in this job.
· Minimum three years of relevant work experience;
· Superior oral and written communication skills;
· Proven professional judgment and comportment in both external and internal settings;
· Speed and efficiency in performing tasks with the ability to absorb new information quickly;
· Demonstrated resourcefulness, proactivity, and instincts in all aspects in supporting the demanding workloads of executive leaders;
· Proven ability to act with sound integrity, tact, and discretion as well as excellent interpersonal and relationship-building skills;
· Intuitive problem-solving ability, and ability to meet goals despite resource constraints and potential obstacles out of one’s control;
· Previous experience handling confidential and sensitive information; and
· Ability to excel cheerfully in a fast paced and high performing environment with high standards.
· Bachelor’s degree;
· Passion for and/or previous experience combating the issue of human trafficking and modern slavery;
· Bilingual language ability.
· Internal: Ability to effectively communicate with C Suite members and peers;
· External: Ability to respond quickly and calmly in alarming situations. Frequent contact with foundations, government donors and external stakeholders.
· Frequent contact with law enforcement, service providers, and government agencies
• Typical office setting
· Prolonged sitting, chiefly at a computer terminal;
• Occasional bending, stooping and stretching;
• Requires eye-hand coordination and manual dexterity sufficient to operate a computer, telephone, calculator, and other office equipment;
• Requires normal range of hearing and eyesight to record, prepare, and communicate in writing, in person and by phone;
• Requires occasional lifting up to 25 pounds.
The work of Polaris is grounded in a set of values and organizational beliefs that provide a common starting point for all of our activities. At Polaris, we look for talented individuals who are passionate about combating all forms of human trafficking and who will strive to embody and model these values within the Polaris community and in the anti-trafficking field. Please take a moment to make yourself familiar with these values and our mission statement before submitting your application. You can find a full description of our values here.
Minimum Education Required