Executive Coordinator

Position: Executive Coordinator

Location: Remote, PT/MT preferred  

Pay Rate: $45 per hour

Position type: Part-Time, Hourly, 10 -15 hours per week

Reports To: Executive Director

Position Overview

The Executive Coordinator is a part-time, remote role providing high-quality administrative and operational support to DOCN's Executive Director. This role is essential to the ED's effectiveness — managing the flow of information, relationships, and logistics that allow her to focus on the strategic and relational work at the heart of DOCN's mission.

This is a role for someone who leads with care, brings exceptional judgment and discretion to everything they touch, and finds deep satisfaction in keeping a high-performing leader and team running smoothly. 

At 10-15  hours per week, the work is focused and high-impact — no two weeks look exactly alike, and the ability to anticipate needs and act with initiative is just as important as executing tasks well. 

Hours are flexible within standard U.S. business hours , with occasional availability needed for time-sensitive requests. There is a preference for availability within Pacific or Mountain time zones. 

KEY RESPONSIBILITIES

Strategic Calendar Management and Scheduling

• Manage the schedule by receiving, tracking, and organizing meeting requests for review and decision-making.
• Anticipate and forecast scheduling needs to ensure the calendar reflects short-, medium-, and long-term priorities.
• Correspond with meeting requestors in ways that communicate respect, care, and discretion.
• Communicate last-minute changes, cancellations, or rescheduling as needed.
• Coordinate with other team members to respectfully hand off meeting requests when appropriate.

Travel Coordination

• Research, coordinate, and book travel, including flights, accommodations, and event registration.
• Ensure all travel complies with guidelines and seek pre-approval as needed.

Expense Tracking and Reporting

• File and track receipts on an ongoing basis.
• Support preparation of expense reports by reviewing documentation and following up to obtain missing receipts.

Email Management and Communication

• Manage the Executive Director’s inbox by filtering, filing, and flagging messages to ensure timely action.
• Maintain systems to track incoming documents, follow-up items, and next steps within project workflows and meeting agendas.
• Loop in appropriate team members to support review or action on incoming requests and materials.

Touchpoints and Stewardship Support

• Assemble and send packages to key external partners.
• Coordinate the drafting and signing of thank-you notes following donor and member engagements.
• Maintain inventory of stewardship materials (e.g., thank-you notes, books, mugs, welcome items) and place orders as needed.
• Coordinate ordering and sending of flowers, care packages, and other acknowledgments for donors and partners as needed.

Database Management 

• Lead document reorganization and filing systems across key functions
• Review key mailboxes and gather necessary information 
• Support information requests and version control 
• Support data entry and organization in EveryAction
• Other duties as assigned for operational support 

QUALIFICATIONS, COMPETENCIES, AND BEHAVIORS

While no one candidate will embody all the qualifications below, the ideal candidate will have many of the following professional and personal abilities, attributes, and experiences:

• 5–8 years of experience supporting senior leaders in an executive, administrative, or coordination role
• Demonstrated experience managing high-volume scheduling and communications with attention to detail and responsiveness
• Exceptional judgment, discretion, and ability to handle confidential information
• Strong organizational, tracking, and follow-up skills with a proactive, anticipatory approach
• Calm, grounded presence under pressure; flexibility as priorities shift
• A "no task too small" mindset paired with initiative, ownership, and collaboration
• Excellent written and verbal communication skills — warm, clear, and professional
• High emotional intelligence, low ego, and a service-oriented approach
• Comfort with administrative work in small, fast-moving teams
• Proficiency with Google Workspace; comfort learning additional tools
• Strong alignment with DOCN's mission of advancing racial justice and building collective power among donors of color

Submit a resume and a brief statement of interest describing your relevant experience and what draws you to this role at DOCN via Gusto.

Founded in 2019, the Donors of Color Network (DOCN) is a first of its kind cross-racial community of donors committed to engaging our collective power towards racial equity and justice. DOCN estimates there are approximately 1.25M people of color with assets over $1M in the U.S. This demographic represents a significant potential source of power and influence that to date has had limited leadership in organized philanthropic spaces that support racial equity and justice. DOCN was founded to organize and promote the leadership of this community – working across race, national origin, professional backgrounds, and intersections of gender, sexual orientation, religion, and ability. Our donor members are organizers and leaders in their own spaces, moving their peers, friends, and networks to center the priorities of communities of color and to think with a systems frame. As we grow our network, we are bringing these individuals together and building a strong foundation of a values-aligned, humble, joyous, loving, and learning community. As a recently formed organization, we are inspired by the possibilities that will come, with the knowledge that we are more powerful together than each of us is as an individual. DOCN’s impact is unique in that our work centers the stories and lived experiences of donors of color and communities of color most directly harmed by racial discrimination and injustice. By creating understanding and aligning values across diverse backgrounds, we are working towards power building in communities of color nationally to achieve racial and gender equity, economic opportunity, environmental sustainability, and political power that reflects and is accountable to communities of color. We do this through peer-to-peer donor learning, investing in leaders of color, supporting organizing and advocacy, and through the promotion of our Inclusion Principles. These Inclusion Principles are a set of voluntary commitments we ask organizations we support and partner with to make. We aim to influence how budgets are made, how dollars are allocated, how boards are built, and how folks are hired by requiring a racial equity lens for each.