Executive Coordinator

About Home Planet Fund

Home Planet Fund (HPF) is a 501(c)(3) that is heeding the calls of our changing Earth by supporting Indigenous, community-led nature-based solutions to the climate and biodiversity crisis. HPF funds Indigenous People and Local Communities directly with sizable, long-term grants flexible enough to ensure those on the front lines get whatever they need to fight the climate crisis. One of the ways HPF accomplishes this is by working in ecologically fragile, remote and disputed places others deem too isolated or dangerous. Practicing trust-based philanthropy, HPF gives grants with no strings attached, because they trust those who have always practiced the best solutions for the planet.

Because HPF was launched with $20MM in seed funding from Patagonia, every dollar donated supports work led by their partners; an investment in local knowledge that generates a global impact.

HPF's vision is to build a collaborative fund to which multiple funders can contribute for the purposes of funding community-led and Indigenous Peoples-led solutions.

To learn more, visit https://homeplanetfund.org/

Position Summary

As the Executive Coordinator, you will be a central presence in keeping HPF running, supporting the Executive Director and serving as a shared resource across the organization. This role works directly with the Executive Director, who will be your primary partner, while also providing coordination support to the Communications, Finance and Operations, and Programs and Grants teams, with Development to follow as that function comes online. Your time will be split roughly equally between supporting the Executive Director and the board directly, and providing coordination support across the broader team.

This is a role that requires range. On any given week, you might be managing the Executive Director's calendar and submitting her expense reports, coordinating logistics for a Board meeting happening abroad, processing incoming donor mail, tracking follow-ups across program and grant work, coordinating travel logistics for a speaking engagement, or making sure the Ventura office is running smoothly. You will be the person the Executive Director trusts with the details that keep everything moving, and the person the broader team counts on to be organized, responsive, and calm under pressure. No two days look alike, and that variety is part of what makes this role a great fit for someone who gets energized by doing meaningful work across a wide range of responsibilities.

The Opportunity

HPF is a small, collaborative, deeply passionate team doing work that matters. As the organization grows and moves into its own office space, this role becomes the connective tissue that holds operations, leadership, and the board together. You will be close to the mission, close to the leadership, and trusted with things that matter.

For the right person, this is more than a coordination role. It is an opportunity to be an extension of HPF's Executive Director, the kind of person who holds the details with care so that everyone around them can do their best work. You will have the chance to help shape how a growing organization operates, and to grow alongside it.

Our Team Culture and Values

• Responsibility: HPF is responsible for doing everything we can to help mitigate and adapt to the challenges facing Earth by serving the Indigenous Peoples and Local Communities we are in partnership with.
• Respect: Our partners are already using the tools to mitigate the climate and biodiversity crises, as it is how they have always lived. They do not need to be told what to do, as they have always been the leaders in these efforts, because living in right relationship with nature has always been the original solution.
• Transparency: We share all our results, outcomes, and best practices with anyone and everyone where it does not harm our community partners.
• Trust: Our relationships are built on trust.
• Reciprocity: In the tradition of Indigenous Peoples everywhere, we believe both sides in any relationship have something to offer: Our grants are not charity, they are evidence of our belief that indigenous communities already have the necessary skills and knowledge to care for the places where they live.
• Confidentiality: Given that we work with communities in places which can be remote, fragile, and sometimes disputed, their trust in us includes our not sharing any information which could jeopardize their safety in any way.
• Listening: HPF listens to our partners, first and always. We serve them and are extremely careful and conscientious to ensure we do not impose any external values or assumptions on them and their work.
• Kinship: All of these are values of kinship, which is our operating system with our partners.

In addition to these core values of Home Planet Fund, we operate with humor and try to have fun and get outside into nature.

What You Will Do

Executive Support

• Manage the Executive Director's calendar, scheduling, and day-to-day logistics.
• Coordinate the Executive Director's travel arrangements and expense management.
• Help the Executive Director stay ahead of 1:1s and follow-ups across the team, including keeping agendas and accountability on track.
• Manage document review workflows and signature coordination, including DocuSign, as needed.

Board Support

• Manage Board meeting logistics, travel arrangements, note-taking, and the upkeep of Board records.
• Support the Executive Director in preparing for and following up on Board meetings, helping ensure timely follow-through from Board members.
• Lead end-to-end planning and logistics for the annual in-person Board meeting, including travel coordination for Board members, the Executive Director, and participating staff, agenda management, venue and catering, and all on-the-ground details that ensure every attendee feels exceptionally well hosted and cared for.
• Travel to the annual in-person Board meeting is preferred but not required. What matters most is the preparation, coordination, and care that go into making this meeting exceptional for every attendee.

Office Management

• Serve as office manager for HPF's new office space in Ventura, CA, including managing the office lease relationship, supplies, furniture, equipment, and internet.
• Coordinate equipment procurement, shipping, receiving, and inventory.
• Manage relationships with vendors, contracts, and operational service providers.
• Open, scan, and route incoming mail, including validating and processing donation checks and coordinating deposits with the bank.
• Send timely, thoughtful acknowledgments and mailings to donors, including coordinating the full donor mailing process.
• Support internal process documentation and workflow improvements in collaboration with the Finance and Operations team.

Team Coordination

• Provide coordination support to the Programs and Grants team, including scheduling and preparing for program and grant-related meetings, taking notes, tracking follow-up items related to proposals, reports, agreements, and partner communications, and helping maintain shared folders, trackers, and internal documents. Program strategy, grant review, partner management, and funding decisions remain with the Executive Director and Program and Grant Manager.
• Support the Finance and Operations team with budget-related coordination, including salary management workflows and general operations support.
• Support the Communications team with the logistics for speaking engagements and podcast opportunities for the Executive Director, once identified and confirmed by the Communications Manager
• Provide general communications and storytelling support as needed.
• Help identify and develop tools, resources, and processes that make the team more effective across functions.
• Other work as assigned by the Executive Director.

Who You Are

You are someone who brings calm, capable energy to a fast-moving, mission-driven team. You know how to hold a lot of moving pieces without dropping any of them, and you do it without needing a lot of hand-holding. You are the kind of person who notices what needs to happen before anyone has to ask, and you follow through.

You are:

• A self-starter who thrives in a nimble, fast-moving environment and knows how to prioritize without constant direction.
• Experienced and confident enough to work alongside a board of directors, help keep board members accountable to follow-up, and handle sensitive information with care and discretion.
• A clear, dependable communicator with strong emotional intelligence.
• Highly organized, with the ability to manage competing priorities across multiple teams and time zones without losing sight of what matters most.
• Someone who finds genuine satisfaction in making other people's work easier and helping an organization feel well run.
• Someone who understands that the details of how people are treated, how they're welcomed, how they're followed up with, are never small things.
• Based in or within reasonable driving distance of Ventura, CA, and able to work from HPF's Ventura office approximately once every two weeks.

Experience You Bring

• 5+ years of experience in an executive assistant, executive coordinator, chief of staff, or similar role required.
• Experience supporting a senior executive with calendar management, travel and expense coordination, and board-level logistics.
• Experience planning and executing in-person meetings, retreats, or events from end to end, including travel coordination for multiple attendees, and venue and catering management.
• Comfort working across multiple teams simultaneously, managing competing priorities with professionalism and good judgment.
• Experience with vendor management, contracts, or office operations is a plus.
• Comfort handling financial documents such as checks, expense reports, and donor correspondence with accuracy and discretion.
• Strong organizational, project management, and written communication skills.
• Proficiency with common productivity and collaboration tools; experience with DocuSign or similar document management platforms is helpful.
• Lived or working experience with Indigenous Peoples in the Americas or local communities globally is a plus.

Location and Travel

This is a full-time role based in or within driving distance to Ventura, CA. The Executive Coordinator will work from HPF's Ventura office approximately once every two weeks to manage mail, donor processing, and office logistics, with flexibility to work remotely the rest of the time. The annual in-person Board meeting requires full coordination and planning support; travel to attend is preferred but not required.

HPF also offers a comprehensive package of benefits.