External Relations Coordinator

Organization Description Vital Voices Global Partnership is a leading international non-profit organization. We invest in women leaders who are tackling the world’s greatest challenges – from gender-based violence to the climate crisis, economic inequities, and more. We are “venture catalysts,” identifying leaders with a daring vision for change and partnering with them to make that vision a reality. What sets Vital Voices apart is that we make long-term, holistic investments in leaders with bold ideas for change — providing them connections, capacity, a network of their peers, financial support, and visibility for their work. We have provided early support for leaders who went on to become Nobel Peace Laureates, US Youth Poet Laureates, Prime Ministers, award winning innovators and breakthrough social entrepreneurs. Over the past 27 years, we have directly invested in more than 47,000 change-makers across 188 countries, who in turn have improved the lives of millions of people in their communities and countries. Vital Voices’ staff is headquartered in Washington, DC. In the coming years we have a bold vision to dramatically scale our impact. In early 2022, we opened the first ever Global Headquarters for Women’s Leadership, a 30,000+ sq. ft. historic building just blocks from the White House on 16th Street. It is a hub of activity, events, and collaborations — bringing together women leaders and their allies to tackle the world’s greatest challenges. Mission Vital Voices invests in women leaders taking on the world’s greatest challenges and accelerates collective action towards an equitable and sustainable world. Summary The Coordinator, External Relations provides high-level coordination and operational support to the Chief External Relations Officer (CERO) and the broader External Relations team, ensuring effective execution of strategic priorities across Development, Communications, Events, and external partnerships. This role serves as a key connector across the External Relations team, supporting executive priorities, coordinating complex calendars and meetings, preparing leadership materials, managing information flow, and ensuring seamless execution of high-impact initiatives. The External Relations Coordinator will work closely with senior leaders, internal teams, donors, partners, Board members, and external stakeholders to support the effectiveness of the CERO and the External Relations department. This position requires exceptional organizational skills, sound judgment, discretion, attention to detail, and the ability to anticipate needs in a fast-paced, mission-driven environment. This position is based in Washington, DC with the option of a hybrid work schedule. Remote candidates are not being considered. Executive Support & Coordination Manage and prioritize a complex executive calendar. Coordinate internal and external meetings with senior leaders, donors, partners, and stakeholders. Prepare meeting agendas, briefing materials, presentations, and background documents. Track follow-up items, decisions, and action steps. Coordinate travel arrangements, itineraries, and expense reporting. Prepare meeting notes and ensure timely follow-through. Anticipate needs and proactively support executive priorities. External Relations Team Coordination Coordinate division-wide meetings and planning sessions. Maintain departmental calendars and key milestone tracking. Support leadership communications and updates. Organize materials for executive meetings and strategic discussions. Manage internal information flow to ensure priorities remain aligned. Support cross-functional initiatives and special projects. Manage invoices, expenses, and administrative requests. Maintain shared files, records, and databases. Create project trackers and timelines, monitor deadlines and deliverables. Support executive participation in events. Coordinate schedules, materials, and logistics for Vital Voices events. Assist with VIP event engagem…