Strategic Partnerships & Admin Coordinator (NYC)

Freedom Fund; New York (NY); On-site; USD 81,000 - 83,000; Full time

Benefits offered by this job

401k plan

Vacation days

Mental wellbeing platform

Learning budget

Health benefits

Parental leave

Job summary

Freedom Fund in New York is seeking an External Relations & Admin Officer to provide administrative, research, and logistical support to the External Relations team. Based in NYC, you will assist the Managing Director and support the Strategic Partnerships and Communications teams to ensure efficient external engagement and events.

You will manage office operations, calendar activities, travel, budgeting, and donor-related processes, while coordinating events, travel, and donor communications in

Qualifications

• Strong organisational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills, with the ability to draft, edit, and format documents and materials to a high standard.
• Proactive and reliable, with the ability to work independently and as part of a team.
• Positive, can-do attitude and willingness to handle a wide variety of tasks.
• Experience using project management or collaboration tools (e.g., Asana, SharePoint, Microsoft 365) and willingness to maintain team systems and processes.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and comfort with databases/CRMs (Salesforce preferred).
• Commitment to the mission, values, and goals of the Freedom Fund.
• Entitled to work in the USA without work permit sponsorship

Responsibilities

• Provide executive administrative support to the Managing Director of External Relations, including travel arrangements, calendar management, scheduling, expense reporting, and preparation/processing of paperwork.
• Support the Managing Director with preparation of briefings, donor/prospect profiles, occasional research and fact-checking, talking points, documentation and follow-ups for internal and external meetings.
• Provide scheduling and administrative support to the Strategic Partnerships and Communications teams, including scheduling internal meetings, preparing agendas, note-taking, recording activities and tracking follow-ups.
• Assist with invoice processing and budgeting for the New York office and Managing Director of External Relations budgets.
• Facilitate team use of Salesforce and Asana by supporting data entry and periodic data cleaning, running reports, and flagging issues to ensure records are accurate, processes are followed, and team members maintain up-to-date information.
• Track and record donations received through the Freedom Fund website and received through the mail, drafting appropriate acknowledgement letters, and ensuring internal records are accurate and current.
• Provide general support for fundraising systems and processes to ensure consistent, accurate, and efficient donor data management.
• Support the Events Manager (based in London) in planning and execution of donor events and occasional team events, serving as US-based support for local event logistics in NYC and elsewhere.
• Assist with event preparation such as materials, catering/setup, guest arrivals, and ensuring a high-quality donor and partner experience.
• Coordinate logistics for visiting staff, partners, and donors, including managing schedules and preparation of briefing documents, welcome preparation and guest passes, and serving as onsite contact for various logistical needs.
• Lead on logistical/calendar management for UN General Assembly Week and other major events.
• Serve as an in-office point of contact at least two days per week.
• Manage day-to-day office needs, including ordering and stocking supplies, snacks, and coffee.
• Check and sort mail, manage shipping needs, and coordinate courier services (including periodic mail collection in Brooklyn; public transport costs covered).
• Maintain shared office spaces to ensure they are organised and guest-ready.
• Liaise with building management, vendors, and the END Fund office manager as needed.
• Manage filing of state paperwork, including serving as lead contact for state registration agency, compiling data, collecting signatures, and arranging notarisation.
• Manage office calendar, organise team-building events and host visiting staff.
• Provide occasional ad-hoc administrative support to the Senior Advisor to the CEO.
• Handle ad hoc projects, including storage and inventory management, technology procurement (in coordination with the Operations team), and printing.

Skills

Organizational skills

Communication skills

Independent work

Team collaboration

Project management tools

Microsoft Office

Salesforce experience

Attention to detail

Fundraising support

Tools

Salesforce

Asana

SharePoint

Microsoft 365

Job description

Freedom Fund in New York is seeking an External Relations & Admin Officer to provide administrative, research, and logistical support to the External Relations team. Based in NYC, you will assist the Managing Director and support the Strategic Partnerships and Communications teams to ensure efficient external engagement and events.

You will manage office operations, calendar activities, travel, budgeting, and donor-related processes, while coordinating events, travel, and donor communications in