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Executive Coordinator

This job is no longer available

Application Deadline: January 18, 2021 11:59PM CT for full consideration

Instructions: Click the following link and upload your resume and cover letter. If you have any questions or trouble with the application process, send a message to jobs [at]

Estimated Date to Hire: April 5, 2021


Are you looking for us?

You have a passion for providing administrative support to executive or leadership teams, and two to four years of relevant administrative experience. Calendars, logistics & organization are your love language. You are meticulously organized and detail oriented, comfortable juggling multiple people’s schedules, a good communicator, and a skilled problem solver. Confidentiality comes easy to you. You are excited to work toward abortion access and funding in a behind-the-scenes role. 


Organizational Overview

The National Network of Abortion Funds (NNAF) builds power with members to remove financial and logistical barriers to abortion access by centering people who have abortions and organizing at the intersections of racial, economic and reproductive justice. Together with our members, we advocate for cultural and political change to ensure access for people who face the greatest obstacles to abortion access: women with lower income, women of color, young women, and transgender and gender nonconforming people. This is an exciting time for NNAF as we grow, nurture new funds emerging in underserved areas, deepen our support for funds working within the reproductive justice framework, and co-lead a bold national coalition campaign to increase abortion access by restoring Medicaid coverage for abortion. We are working to make access to abortion a reality for everyone, no matter their resources. We are building a movement, mentoring young leaders, and working toward a world in which everyone can shape their own futures and families.  We invite you to join us as the newest member of our dedicated and growing team at a time when we are explicitly focused on scaling our network and building the infrastructure of abortion funds to be fully staffed organizations with robust abortion funding budgets.

NNAF is comprised of a multi-racial, multi-religious, gender expansive staff of 50, located across the United States. We know how important it is to support our remote staff to maintain connection and cohesiveness as a team. To this end, we ensure weekly one-on-one supervision, face-to-face virtual staff meetings, quarterly in-person meetings, and more.


Title: Executive Coordinator

Supervised by: Deputy Director of Movement Building

Supervises: N/A

Status: The position is full-time, non-exempt, salaried.

Compensation: $60,960 - $64,008, commensurate with experience, with competitive benefits package

Location: Flexible

Benefits: Best in Class benefits package currently including 100% employer paid health insurance plus 50% for dependents/families, a 5% employer retirement match, 32-hour work weeks, 3 weeks vacation, 13 holidays, generous sick time, and a commitment to professional development.


Position Description

The Executive Coordinator is responsible for providing high level administrative and strategic support for the NNAF’s six-person Executive Team, including project and calendar management, triaging internal and external requests, travel coordination, meeting scheduling and planning, expense tracking, and general administrative support.

Areas of Responsibility: 

Essential Job Functions

Executive Team Administrative Support (approximately 65% of the position)

  • Schedule internal and external meetings (both virtual and in-person), calls, and requests for review and approvals for the six person Executive Team.

  • Coordinate travel arrangements, track expenses,  and complete relevant expense reports for the Executive Team.

  • Coordinate all logistics and planning for Executive Team meetings (virtual and in person).

  • Provide administrative support for Executive Team meetings such as agenda preparation, note-taking, and file organization.

  • Collaborate with the Executive Assistant in logistics and planning for twice-yearly and as needed in-person leadership team meetings.

Executive team project support (approximately 25% of the position)

  • Assists Executive Team members with administrative support on select project planning and coordination.

  • Develop reports and prepare or synthesize documents that support the function and strategy of the Executive Team.

  • Maintain and organize leadership and Executive Team documents. 

Other (approximately 10% of the position)

  • Actively participate in required convenings, summits, retreats, and staff meetings, and participate in required virtual staff communications.

  • Protect the organization by keeping information confidential.

  • Update professional knowledge by participating in educational opportunities approved by NNAF, maintaining networks, and participating in professional organizations as relevant to your role.

  • Perform duties required of all staff to support smooth internal operations such as submitting timely expense reports, reimbursement requests, and timesheets.

  • Perform other duties as assigned by supervisor.


Travel Expectations

Ability to travel as job requires, approximately six times minimum per year. Travel will primarily be overnight, for approximately 2-5 days, and national. Regardless of where employee lives, and barring travel delays outside of an individual’s control, employee must be able to arrive at destination on-time. 

Please note: Due to COVID-19, NNAF has suspended all travel to minimize risk of exposure for staff through the end of the year. This applies to all NNAF related work. We will update the travel suspension only when the pandemic significantly improves and conditions become safer. 


  • Provide scheduling support to six person Executive Team, ensuring that internal and external calls are scheduled in a timely manner, aligned with individual calendar needs, priority level of the project, and project timeline. 

  • Schedule, coordinate logistics for, and provide administrative support to ensure virtual and in-person Executive Team Meetings run smoothly. This includes ensuring that meetings are scheduled in a timely manner, logistics are fully tended to, and that the agenda, preparatory documents, and notes are well organized. 

  • Coordinate all travel logistics for the Executive Team, ensuring all travel logistics are finalized two weeks prior to travel dates. Track and complete relevant expense reports on time.

  • Submit all baseline work accurately and on time every cycle.  Baseline work includes Certify (monthly) or submitting reimbursements within 90 days of expenses, workplanning in Trello (keeping your own annual and quarterly workplan updated and participating in maintaining your department's), Slack and email communication (daily), timesheets in ADP (bi-weekly), participating in all staff meetings (monthly) and department meetings, and consistently working core hours.



Job experience requirements

  • Two to four years of relevant administrative experience; experience as an Executive Assistant preferred. 

  • Experience working in the nonprofit sector preferred.

  • Experience exercising discretion and confidentiality with sensitive information.

Specific skill sets 

  • Ability to exercise sound judgment and use diplomacy and discretion in handling confidential information with tact and professionalism. 

  • Exceptional organizational skills and attention to detail, able to manage time and prioritize across competing demands in a fast-paced environment. Strong follow through and ability to consistently meet deadlines. 

  • Excellent verbal and written communication and interpersonal skills with the ability to communicate on a professional level with diverse staff, board, and external stakeholders. 

  • Confidence with planning, problem solving, and unflappable when responding to changes; able to maintain flexibility and effectively manage ambiguity in a responsive work environment.

  • Excellent computer skills; familiarity with and able to use technology to make processes more efficient. 


  • Committed to abortion access and full reproductive health care for all.

  • Committed to an intersectional framework that includes but is not limited to gender, economic, and racial justice.

  • Ability to enjoy collaboration and be a part of a dynamic, highly productive and integrated team; maintain flexibility and effectively manage ambiguity in a responsive work environment.

  • Self-motivated, resourceful, creative, and able to work without significant day-to-day supervision.

  • Open to giving and receiving feedback and committed to practicing this regularly.

  • Belief in bucking the trend through progressive policies to create a new vision for our future.

  • Appreciation of working with diverse staff and board in an organization committed to racial justice.

Work Environment

The physical demands and work environment described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with different abilities to perform the essential functions.

  • Depending on location, a combination of in-office and virtual office at this time. Must be able to participate in on-line virtual communications including email, video conferencing, and other online tools used to facilitate virtual office culture and work sharing.
  • This position is full time, with employee’s regular full time schedule to be approved by supervisor. Regular hours must include attendance during core business hours from 12:00pm – 5:00pm Eastern Time, Monday through Thursday. Occasional work on evenings and weekends as needed.
  • Must be able to conduct business in English; however, fluency in languages other than English is a plus.
  • Smoke- and drug (illegal or recreational)-free environment.
  • Some work at off-site locations may be required; NNAF aims for accessibility in any off-site location that we have control of, but some of them may not be fully accessible.
  • This role routinely uses standard office equipment such as computers, phones, and scanners. Employee is regularly required to talk, hear, see, and communicate effectively via computer.
  • This role requires frequent sitting. 

NNAF is an equal opportunity employer and does not discriminate against any individual based on any non-merit factor, and is committed to an equitable workplace where everyone is treated as a respected and valued member of the team. In fact, NNAF actively seeks to build and maintain a diverse staff with regard to race, culture, ethnicity, class, religion, physical ability, age, gender, and sexual orientation. As an organization working in solidarity with the reproductive justice movement, NNAF is committed to fostering the leadership and elevating the voices of women, young people, people of color, Native people, immigrant and refugees, low-income people, LGBQ+, and transgender, gender non-conforming, and non-binary people, people who have had abortions, people with disabilities, young parents, people who were formerly imprisoned, people who have received funding for abortions, and people living in the many intersections of these experiences. We encourage people from these communities to apply.

How to Apply: 

Application Deadline: January 18, 2021 11:59PM CT for full consideration

Instructions: Click the following link and upload your resume and cover letter. If you have any questions or trouble with the application process, send a message to jobs [at]

Estimated Date to Hire: April 5, 2021

Organization Info

Listing Stats

Post Date: 
Dec 17 2020
Active Until: 
Jan 17 2021
Hiring Organization: 
National Network of Abortion Funds