Executive Coordinator

Organization: Vision Change Win (VCW)
Fiscal Sponsor: Center for Empowered Politics Education Fund (CEPEF)
Position: Executive Coordinator
Reports to: Executive Director
FLSA: Non-Exempt, Full-Time, 40 hours/week
Location: VCW is a fully remote organization. Must work from the United States and be eligible to work in the United States. Slight preference for the Northeastern United States. 
Required Travel: Expected travel is approximately 10%
Compensation: Starting salary range from  $37 - $42/hour
Benefits: Generous benefits package including 100% paid medical, dental, and vision as well as paid time off including holidays, sick time, vacation. 

About Vision Change Win

Vision Change Win is a Black-led team of mostly queer and trans people of color dedicated to supporting organizations in fully manifesting their missions, visions, and values. Vision Change Win exists to support progressive grassroots and organizing groups to build the tools needed to create a more liberatory society. VCW delivers practical support to social justice organizations in the areas of organizational sustainability and resilience, political strategy, conflict transformation, transformative strategy, and community safety. In this current political climate, the organization operates as both a strategic partner to social justice movements and leaders as well as a movement laboratory creating innovative programming to meet the needs of Left groups and to fight fascism. 

VCW’s work is drawn from a long lineage of Black and Latinx revolutionary organizing and incorporates political frameworks, including racial justice, gender justice, LGBTQ liberation, prison and police abolition, and disability justice. In addition to this, we are a strategic partner to abolitionist organizations actively working to defund the police on concrete campaign strategies and viable alternative institutions to provide safety.

About the Position

Are you an administrative artist, a conductor of calendars, a talented tasker? If your creative practice is an inbox flawlessly cleared, a perfectly executed board meeting, and a meeting schedule that actually makes sense, you might just be our next Executive Coordinator. The Executive Coordinator is a critical role within the #humblegenius team. This person is flexible, has impeccable time management skills, strong communication skills, and is gifted at administrative and operations tasks. This role provides the Executive Director with crucial logistical and administrative support, and supports multiple client and internal projects.

This position was designed to provide foundational support to organizational leadership, responsible for ensuring efficient coordination of their day-to-day operations and long-term milestones. These responsibilities may include creating administrative systems, preparing for presentations and organizing meetings, and keeping track of key relationships, timelines and deliverables. The Executive Coordinator will work with the broader team on organizational initiatives, events and database management. 

The ideal candidate is self-motivated, organized, and discrete, and possesses the ability to multitask while maintaining close attention to detail. The Executive Coordinator should be a proactive problem solver, seeking clarity around expectations and priorities. They should not only meet deadlines but anticipate them for others while maintaining and upholding leadership’s priorities with minimal supervision. Strong interpersonal and communication skills are key.

Essential Duties and Responsibilities 

• Executive Coordination 
  • Support executive communication and correspondence, ensuring prompt, accurate, and appropriate responses to internal staff and external partners
  • Manage the Executive Director’s calendar; organize meeting logistics, and coordinate her work travel itineraries, and expense reports, including credit card receipts and reimbursements 
  • Work collaboratively with the Executive Director and Infrastructure team to manage updates to Organizational database; manage updates, mail merges and individual outreach
  • Support VCW’s external relationships including VCW event management and vendor relationships, as needed
  • Work with Executive Director and Deputy Directors to organize team retreats and gatherings 
• Client Development Duties and Responsibilities
  • Establish and maintain communications with VCW clients and contractors in ways that ensure that services are delivered as promise
  • Assist the Executive Director in anticipating client needs, replying to queries by email, and assisting with scheduling
  • Assist the Executive Director in making sure deliverables on all client projects are on track and on budget to ensure we meet and exceed client expectation
  • Assist the Executive Director in follow up with new client opportunities
• Fund Development Duties and Responsibilities
  • Track key development relationships and goals for individual cultivation, foundations, and clients
  • Compile materials to support Development prospect meetings
  • Assist with special events planning, preparation and execution and processing of online RSVPs, including for funder briefings
• Advisory Board Duties and Responsibilities
  • Support VCW’s Advisory Board of movement experts correspondence ensuring that Organizational information is shared and regular one on ones are able to happen 
  • Coordinate scheduling, meeting logistics, meeting decks and presentations for members of the Advisory Board
  • Work with the Executive Director to develop and disseminate agendas, remarks, notes and following up on action items
• Organizational Support
  • Support the practice of data management; collecting, storing, organizing, securing, and using an organization's data safely and efficiently
  • Participate in staff meetings, retreats, political education, and organizational planning.
  • Collaborate with staff across programs, communications, and operations to strengthen VCW's movement partnerships and engagement.

WHO YOU ARE

As the newest member of the #humblegenius team, you’ll have a deep attention to detail, appetite for self and organizational growth, a passion for liberation movements, and courageous yet compassionate communication skills.

• You have a results orientation. You have an “it’s handled” mentality and have demonstrated experience coordinating successful projects independently. Because VCW works from multiple sites on many incredible projects, we will rely on you to focus in on the mission, act decisively to ward off distraction, and assertively set clear boundaries to keep your work moving in the right direction.
• You have a high attention to detail. You check things multiple times, have your own systems of keeping yourself organized, and rarely have errors in your work.
• You are creative and innovative. You can see a need and propose a solution. You’re passionate about supporting movements to be stronger, and are able to coordinate and execute on successful projects with limited guidance.
• You lead with integrity. You care about what fixes the problem, even if it’s not what an organization (or a person) wants to hear. You stand by your work and are an honest and accountable collaborator. 
• You’re a vault.  What’s said to you stays with you. You understand the risks of disclosing sensitive information, have deep experience with managing confidentiality, and are comfortable with the risks of holding a movement’s confidences. 
• You believe in community care. We're a work hard/ play hard team, believing that it will take all of us, together, to get free.

Required Qualifications

• A minimum of five years of experience in an administrative role supporting Senior Executive(s) or an Executive level office (social justice organization experience preferred) 
• Excellent written and verbal communication skills
• Strong organizational and multitasking abilities
• Ability to manage and prioritize competing projects and multi-task across a broad spectrum of collaborators, based in various locations and working remotely
• Able to work independently with a proactive approach
• Excellent time management and organizational skills 
• Proficiency with online office management software and tools; mail, calendar, drive, docs and sheets
• Ability to handle confidential information responsibly
• Demonstrated commitment and experience working within racial justice, LGBTQ liberation, and gender justice organizations
• Demonstrated alignment with VCW’s mission and a strong commitment to racial and/or social justice 
• Strong attention to detail

Preferred but not required

• Project coordination experience 
• Experience with consulting and client management 
• Past experience supporting an executive leader and working with a board or donors 
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Non-English language proficiency, with extra languages being a major plus.
• Commitment to multilingual equity
   

Work Environment and Physical Demands

Vision Change Win staff mostly work remotely, with some in-person activity. We hold in-person retreats and meetings two to four meetings a year that may involve travel. This position may require additional travel. This job will require regular work on a computer, including typing, reading a screen, video meetings, and audio calls.