Reporting to the President and CEO, the Coordinator, Executive Office is responsible for providing comprehensive administrative support to ensure the efficient operation of the Executive Office. This role requires a proactive approach in managing administrative processes, offering guidance based on a thorough understanding of organizational policies and procedures.
The Coordinator will oversee activities involving multiple variables, establish and manage realistic deadlines, and ensure timely execution of tasks. They will serve as a key point of contact, sometimes communicating on behalf of the President and CEO with internal staff across all programs at Human Rights First, as well as with donors, vendors, and external partners. Additionally, the Coordinator will facilitate effective information flow, supporting decision-making, problem-solving, and process improvements to enhance overall workflow within the Executive Office.
Major Duties and Responsibilities
• Independently manage assigned tasks, exercising sound judgment based on analysis, experience, and organizational priorities.
• Coordinate and oversee projects with multiple variables, ensuring completion within established timelines and budgets.
• Handle confidential and sensitive information with discretion, professionalism, and emotional intelligence.
• Ensure adherence to Human Rights First policies and procedures, as well as compliance with external requirements, including donor guidelines, legal standards, and IRS regulations.
• Serve as a resource to colleagues, providing guidance and support in problem-solving; escalate complex or unusual issues to the supervisor when necessary.
• Plan and organize internal and external meetings, including scheduling, logistics coordination, agenda preparation, attendee communication, and minute-taking as needed.
• Support the leadership team in identifying and implementing opportunities to better align staff activities with organizational priorities and strategic goals.
• Manage the President and CEO’s calendar, coordinating domestic and international travel, meeting arrangements, and other administrative responsibilities.
• Collaborate with the Executive Office Project Manager to facilitate the Board of Directors communications, including preparing meeting agendas, distributing materials, and managing follow-up actions for board and committee meetings.
• Coordinate the development of briefing materials for meetings and events; partner with Communications staff to draft and finalize the President and CEO’s public speeches and remarks; collaborate with Development staff to support donor engagement, including meeting preparation and travel logistics.
• Lead and manage special projects and perform additional duties as assigned to support departmental and organizational objectives.
Diversity, Equity, Inclusion and Accessibility Competencies (DEIA)
Human Rights First acknowledges the existence of systemic and structural biases and believes it is necessary to be strategic and intentional in pursuing diversity, equity, inclusion and accessibility in all aspects of governance, operations, and programming. As an employee, you are expected to:
• Support adoption of best practices to create a more diverse, equitable, inclusive, and accessible work experience for colleagues and external partners.
• Strive to consider the people, places, and cultures that might be missing from your work and look for opportunities to increase inclusivity in all the work you do.
• Support the mission of Human Rights First in all interactions with colleagues and stakeholders.
• Dedicate efforts to enriching DEIA consciousness throughout our office-wide interactions.
• Foster a culture of diversity, equity, inclusion, and accessibility by promoting adherence to the standards delineated in the Culture of Respect and Teamwork statement in the Employee Handbook.
• Bachelor’s degree and at least 2 years of experience or a combination of degree and experience providing direct senior-level project and administrative support.
• Track record of organizing and directing multiple teams and departments.
• Demonstrated interest in human rights and dedication to Human Rights First’s mission.
• Excellent oral and written communication skills.
• Demonstrated organizational skills, including experience in project management.
• Exceptional attention to detail.
• Professionalism and diplomatic skills; ability to interact with high-level individuals internally and externally.
• Consistent exercise of sound judgment; able to anticipate needs and take initiative to get things done.
• Ability to multitask and juggle numerous projects and tasks.
• Proficient in MS Office, in particular, advanced MS Outlook scheduling.
• Ability to maintain confidentiality and discretion with sensitive information.
Pay Range: $65,000 - $75,000 per hour
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