Executive Coordinator

Job Description

Jobs With Justice Education Fund and its sister organization Jobs With Justice is a national network of local coalitions of labor unions, community, faith-based, worker centers, and student organizations. We fight inequality by driving strategies that expand the arena in which workers are able to bargain for improved standards. The national office provides strategic support to nearly 30 locally autonomous coalitions across the country, connects them on common issues, and develops national programs to amplify the impact of local organizing. By bringing together labor, community, student and faith voices at the national and local levels, we are creating innovative solutions to the problems workers face today. As the only organization of our kind, we lead strategic campaigns and shape public discourse to build power for working people. Jobs With Justice is committed to working nationally and locally on the ground and online. We win real change for workers by combining innovative communications strategies and solid research and policy advocacy with grassroots action and mobilization.

Position overview:

The Executive Coordinator organizes the schedule, plans, and day-to-day work of the executive department, with a particular focus on the Executive Director. The role sets up the department to successfully advance the goals of the organization. The Executive Coordinator is accountable to the Executive Director but directly supervised by the Deputy Director of Organizational Strength, including participation in the Operations Department and Organizational Strength team meetings. The Executive Coordinator will regularly check in with all executive staff, working with the Executive Director on key areas of work and the deputy directors on work planning and department workflow.

Primary Responsibilities:

• Organize schedule, inbox, travel and administrative needs of the Executive Director.
• Lead, coordinate and anticipate needs for organizational projects that involve Executive Leadership.
• Sharpen feedback loops between the Executive Director and Deputy Directors.
• Engage other staff in Executive Department projects.
• Maintain confidentiality concerning sensitive information regarding the organization’s operations, management and finances.

Detailed areas of work include:

Support for Executive Director:

• Organize daily briefs to orient the Executive Director to priorities and daily report-outs signaling shifts in preparation for the coming week
• Manage the Executive Director's email by responding promptly to priority communications, triaging follow-ups, and screening messages with diplomacy.
• Manage the Executive Director’s calendar to ensure sustainable scheduling aligned with their rubric, including ample meeting-free work blocks and preventing overbooking.
• Support the Executive Director with travel and meeting logistics, including scheduling, transportation, lodging, materials, and reimbursements.
• Coordinate with Institutional Advancement to manage the Executive Director’s public profile, including bio updates, media, and statements. Support their integration into key projects and events, ensuring preparation for media and speaking engagements.

• Assist the Executive Director by proposing clear next steps to advance key work and projects, anticipating need to schedule work time, supplementing research and follow-up with people internally and externally.
• Serves as the primary contact for individuals and organizations seeking information from the Executive Director, ranking these requests by priority based on Executive Department rubrics, and ensuring outgoing communication is timely and accurate.
• Act as a representative for the Executive Director in meetings she cannot attend, taking notes and capturing key takeaways requiring the Executive Director’s attention.

Support for Executive Leadership (including Deputy Directors):

• Staff the Executive Department, including but not limited to planning and scheduling, capturing takeaways from discussions, tracking workflows and deadlines and managing urgent requests
• Work with the Executive Leadership to manage complex and rapidly changing strategic priorities.
• Align schedules of the Executive Director and Deputy Directors, including overlap in travel and ensuring at least one member of the executive leadership is available if/when others are out.
• Maintain platforms for quickly dispersing information across the executive department.
• Support executive team projects, such as preparing/formatting presentations and/or materials in advance of the Executive Director or Deputy Directors speaking externally
• Liaison with other departments to ensure alignment and effective implementation of executive department goals.
• Support deputy directors in communicating with external partners, especially when they are substituting for the Executive Director.

Board and Governance Support:

• Maintain backwards plan/workflow to prepare for board meetings.
• Send official communications with board members and their assistants to ensure participation in full board and board committee activities.
• Manage record of board terms, demographics, composition, contact information.
• Organize logistics, housing, travel for in-person board meetings and activities.
• Capture meeting minutes at all board related meetings based on Executive Department rubric.
• Manage additional board projects, as required.

Qualifications:

• Minimum of five years of experience in the nonprofit sector, preferably with mid-to-large organizations, including at least two years of direct experience with executive leadership.
• Clear alignment with the mission and values of the organization.
• Ability to navigate complexity and adapt to shifting dynamics while maintaining an organized, self-motivated, and consistent approach to executing work.
• Experience in high-level calendar management, ensuring key deadlines and action items are met. Strong attention to detail with a commitment to accuracy and timeliness.
• Excellent verbal and written communication skills, including proofreading and editing, with strong interpersonal abilities to build and maintain relationships. Able to work both independently and collaboratively, fostering strong connections with internal staff and external stakeholders
• Ability to handle confidential matters and maintain a high degree of diplomacy.
  • A strong problem solver who takes initiative in resolving challenges, asking for help and a highly resourceful-team player overall.
  • Proficiency in Microsoft Office Suite, including SharePoint, with experience using project management platforms such as Slack, Asana, and Monday.com.
  • Flexibility to travel as needed in performance of duties.
• Multilingual fluency is a bonus but not required.

Signs we are on track:

• The Executive Director is well equipped for meetings, deadlines, convenings and understands and can meet her scheduled meetings and activities.
• The Executive Director is supported and equipped to follow through on significant areas of work, including spokesperson work, governance, alliances, development and meetings and convenings.
• The Executive Director’s schedule and email management are running smoothly and well maintained.
• The Executive Coordinator anticipates, and initiates calls, meetings, preparation, and work necessary for successful governance meetings.
• The Executive Department has regular, well-planned meetings with clear follow-up.
• The Executive Director is well equipped to follow through and execute development-related tasks, meetings, and projects.

Location: This is a remote position based in the United States, with the option to work out of our Washington, D.C. office. Eastern or Central time zone work hours are required.

Physical Demands: Work is performed in a remote office setting with some travel required for in-person meetings or events. This role involves a long period of computer work. This position requires the ability to communicate with colleagues and partners via phone, video conferencing, email and other platforms.

Salary: starting in the low $80,000 with room for negotiation

Benefits: Generous benefits package that includes paid vacation, medical, dental, and retirement benefits.

Confidential Position Statement and At-Will Disclaimer

This position is classified as confidential, as defined by the NLRB and involves access to sensitive and confidential information. Due to the nature of the role, confidential positions are excluded from union representation to prevent conflicts of interest.

While this position is guaranteed the same benefits and stipulations as unionized staff, it is an at-will position.

How to Apply:

Submit your resume, cover letter, relevant writing/digital samples and references to info@jwj.org. For references, please include a former supervisor. If you are applying for a management position, also include a person you formerly supervised.

Only candidates selected for an interview will be contacted. Please follow the job application instructions specific to the position you are applying for. Incomplete applications will not be considered. No phone calls or direct solicitations please.

Jobs With Justice Education Fund is an affirmative action employer and strongly encourages people of color, women, l/g/b/t/q individuals, those with disabilities, and those with working class backgrounds to apply. Frequently cited statistics show that people of color, women, trans, and non-binary people, as well as other structurally marginalized groups apply to jobs only if they meet 100% of the qualifications. JWJ encourages you to break that statistic and to apply. No one ever meets 100% of the qualifications.

If you need accommodation at any stage of the process, please indicate on the application or contact our Human Resources team at hr@jwj.org with the Subject Line: Accommodation Request for Job Applicant.