Office & Executive Coordinator (Remote)

EverFree breaks cycles of abuse and exploitation through survivor-led, tech-powered care, making safety and healing accessible for all. The Office & Executive Coordinator enables leadership to operate at their highest impact by managing calendars, communications, travel, and administrative workflows with thoughtfulness and precision. You will support executive leadership across fundraising, advocacy, communications, operations, and programming - ensuring they have the systems, information, and coordination needed to run the organization effectively. You will also support the broader team by managing day-to-day operations for our remote organization, ensuring smooth administrative processes and timely execution of operational needs. This position reports to the Associate Director, Strategy and Operations, and collaborates closely with senior leadership, internal teams, and external stakeholders. Core Responsibilities EXECUTIVE LEADERSHIP SUPPORT 1. Executive Support & Communications Manage CEO and COO calendars, scheduling, and meeting logistics across internal teams and external partners. Prioritize and respond thoughtfully to emails and communications, maintaining professionalism and clarity. Prepare briefing materials, action-item trackers, and meeting notes to enable productive decision-making. Track commitments, deadlines, and follow-ups in Asana, keeping leadership informed and aligned. 2. Philanthropy Pipeline Support In partnership with the External Affairs team, support the CEO and COO in managing their philanthropy pipelines, tracking opportunities, deadlines, communications, and follow-ups. Prepare briefing materials, reports, and updates to support strategic engagement with donors and partners. 3. Executive Event & Engagement Support In partnership with the External Affairs team, coordinate logistics for conferences, convenings, and external nonprofit events, including researching attendees, purchasing tickets, and arranging event-related needs. Prepare briefing materials, talking points, and background notes so the CEO and COO are fully informed and ready for meetings or networking. Track follow-ups, action items, and key connections resulting from attendance to ensure timely follow-through. TEAM & OPERATIONAL SUPPORT 4. Travel, Expense & Financial Administration Coordinate domestic and international travel for leadership, including booking flights, accommodations, and ground transportation. Working with the Operations team, reconcile expenses monthly and process staff reimbursements in a timely manner with proper documentation. Working with the Operations team, process invoices and receipts for payments, maintaining organized records. 5. Systems, Processes & Operational Coordination In partnership with the Operations team, maintain and optimize administrative workflows, documentation, and processes to increase efficiency and strengthen team alignment. Use Asana to track tasks, priorities, and deadlines across leadership and teams. Working with the Operations team, coordinate staff recruitment, onboarding, and oversee admin logistics. Key Competencies Exceptional organization and prioritization skills to manage multiple calendars, deadlines, and competing priorities. Excellent written and verbal communication, including professional correspondence, briefing materials, and updates. Attention to detail and accuracy in all administrative and operational tasks. Comfortable with Google Workspace, Asana, and other productivity/project management tools; quick to learn new systems. Proactive problem-solving; anticipates needs and resolves issues independently. Maintains discretion and professionalism, handling sensitive information with integrity. Flexible, adaptable, and able to navigate dynamic, fast-paced environments. Strong collaboration and cross-functional alignment skills to support leadership and internal teams. You excel in this role if: You are highly organized, detail-oriented, and manage competing priorities effectively. You communicate clearly, thoughtfully, and professionally. You anticipate leadership needs, solve problems independently, and follow through consistently. You maintain discretion, professionalism, and calm under pressure. You collaborate effectively and help maintain alignment across leadership and teams. Cultural Alignment with EverFree You are deeply committed to ending abuse and exploitation and energized by mission-driven work. You balance professionalism with warmth, curiosity, and self-awareness. You are hungry but humble, driven yet collaborative and kind. You embrace a growth mindset, seek continuous learning, and practice extreme ownership. You are open to ideas and feedback, even when challenging. You maintain composure and integrity under pressure. You care deeply about teammates, treat everyone with respect, and consistently deliver high-quality work that advances EverFree's mission