Executive Coordinator

About Advance Native Political Leadership Action Fund

Advance Native Political Leadership Action Fund (Advance) was founded to address the historical traumas, present realities, and future prospects of Native peoples in the United States. Advance is the only national Native American-led organization working to address the vast disparity and unique barriers that exist for Indigenous people in U.S. politics. We are focused on increasing the visibility and representation of Native Americans, especially Indigenous women, in elected offices at all levels by recruiting and training emerging candidates and leaders, and building and connecting national and state-based networks for political organizing. By expanding Native representation in elected office, we actively shape a future where our government is truly reflective of all our communities. Native peoples are ready to serve in leadership with talents rooted in values that make our ancestors proud.

About the Role

Advance Native Political Leadership Action Fund is looking for an Executive Coordinator to join our growing team. The Executive Coordinator reports directly to the Executive Director and is responsible for providing high-level administrative and organizational support. This role is responsible for managing calendars, reimbursements, and expense reports, scheduling, arranging travel, preparing reports, managing communication in a fast-paced environment, and handling confidential information. They will serve as a liaison between the Executive Director and our staff, Advisors, funders, and other stakeholders. This position requires excellent professional communication, organizational, and interpersonal skills. This position is remote.

Roles & Responsibilities:

These responsibilities are an estimation of the role. The role may change based on applicant skill sets, interests, and evolving needs of the organization.

Executive Coordination

• Provide administrative support for the Executive Director and coordinate travel arrangements, including flights, accommodations, ground and public transportation, and meeting schedules for the Executive Director and, from time to time, Advisory Board, staff, and other key partners. This may include accompanying the Executive Director on travel engagements and on-site meetings as needed.
• Providing proactive and engaged project management support, meeting with the Executive Director on a weekly basis and more frequently when needed.
• Have ownership of executive-level administrative support for the Executive Director and within the Leadership team when needed, including staff onboarding and offboarding, weekly team calls, team appreciation activities and retreats, and virtual operations.
• Hold a high-level awareness of the workflow of the Native Leadership Institute and programs and support collaboration and administrative needs across the teams (fiscal sponsor requests, support cross-team communication, and maintaining an overview of big-picture priorities).
• Manage calendars to priorities (surfacing questions, getting aligned on tradeoffs, ensuring enough space/travel time between meetings, etc.) and scheduling requests for the Executive Director and appropriate members of the team.
• Provide administrative support for the expanding programmatic work of Advance Native Political Leadership, including scheduling advocacy engagement with elected officials, Tribal leaders, allies, coordinated and partners coalitions, support for program logistics as needed, and managing contacts and grantmaking data in our Salesforce database.
• Completing and submitting credit card expense reports, reimbursement requests, and other accounting-related paperwork for the Executive Director.
• Willingness to work non-standard hours, including weekends and travel when required. Occasional travel to board meetings, retreats, and other on-site meetings as needed.

Advisory Board Liaison

• Provide administrative support for Co-Founders when necessary.
• Manage scheduling with Advisory Board, meeting materials, and provide support as needed.
• Serve as the primary liaison and administrative manager to the Advisory Board and Executive Director.
• Schedule quarterly Advisory Board meetings and manage coordination and delivery of all moving parts in advance of meetings including materials (agenda, packets, etc), confirmations, and follow up.
• Take board meeting notes and draft minutes in coordination with the Board Secretary.
• Support additional committee formations as needed, including scheduling meetings, sending meeting reminders, taking notes as needed, and providing general project management.

General Administrative Management

• Own and manage other operations projects as needed.
• Work in coordination with team Directors to ensure a high level of awareness of the workflow and work products of the organization’s teams and seamless information sharing across Advance teams.
• Manage staff meeting schedule and coordinate team appreciation activities.

• Manage additional virtual office operations as needed, such as file system organization and data management, drafting correspondence, triaging requests, updating data across multiple documents or platforms.

• Special projects or event support as needed, including scheduling, logistical or project coordination.

To be successful in this role you should have the following experience:

• Bachelor’s degree (or equivalent in work experience) is required with at least two to four years’ work experience.
• Experience working with Executives or C-suite leaders directly or through previous work.
• Excellent written and verbal communication skills, both in professional communications and communicating research findings.
• Strong skills with full suite of Google Workspace products (Gmail, Google Docs, and Drive) and Microsoft Office applications.
• Excellent problem-solving skills: demonstrated ability to find creative solutions even on projects you’ve never worked on before.
• Experience working with tribes or within Indian Country or a strong willingness to learn, specifically an understanding of working with Tribal Leaders and their administrations.
• Demonstrated ability to achieve results; think strategically, proactively and creatively.
• Demonstrated willingness to be a team player with experience working in fast-paced, evolving environments that require lots of collaboration and an all hands on deck approach. Ability to handle multiple projects at once to keep pace with election cycles. Must be able to work quickly and accurately.
• Flexibility with work schedule; this position can extend into evening and weekend work.
• Ability to juggle multiple projects and cross-department work simultaneously and with professional grace.

We hope you bring one or more of these skills

• Team player and a positive attitude are necessary, as well as the ability to manage multiple projects, meet tight deadlines and focus on transparency, communication, details and follow-up.

• Cultural Competence: Demonstrated awareness of one’s own cultural identity, respect for differences, and the ability to learn and build on varying cultural and community norms. Commitment to equity and inclusion as organizational practice and culture.

• Demonstrated ability to plan and execute events ranging from intimate gatherings of less than 10 to conferences of 100+.
• Comfort working remotely or in person, experience collaborating with teams / staff remotely.
• Well-rounded, creative type with a talent for communicating online.

Working at Advance:

This position is salaried within a range of $65-95k and comes with a generous package of comprehensive benefits. Including but not limited to:

• Comprehensive medical, dental & vision
• Flexible spending account for medical and dependent care
• Retirement Plan (401k, IRA) - we offer a max 5% match on 401K contributions if you save at least 6% per pay period.
• Generous paid time off package (Vacation, Sick, & Public Holidays) and additional all-staff “rest days” (Spring & Fall Break, Extended Winter Break).
• “Summer Fridays” – a 4-day workweek from early June to late August
• $1,500 per year for professional development training and/ or coaching
• Additional benefits including working from home, including compensation towards cell phone, Internet and other necessary equipment

This is a remote position and requires consistent phone and internet access at your home office location. Our working hours are 8a-5p EST, though we're open to someone on the West Coast starting at 7am PST. The position may require up to 30% travel. We are not offering U.S. visa sponsorship for this role.
Timeline + Process

Dates to apply: Priority deadline for applications is February 28th, 2024, though accepted on a rolling basis until filled. Priority start date is April 1st, though we will continue to interview until we find the right fit.

How to apply: Please click on apply to submit resume and cover letter and answer the application questions.

Qualified candidates will participate in a series of interviews. There will be three to four 1-hour interviews, and one 1-hour exercise over the course of six weeks.
Advance Native Political Leadership Action Fund is an equal opportunity employer. This means that we don't discriminate against people because of their race, ethnicity, sex, age, religion, national origin, marital status, pregnancy, personal appearance, veteran status, disability, sexual orientation, gender identity or expression, family responsibilities, or political affiliation.