EXTERNAL RELATIONS & ADMIN OFFICER

About the position

The External Relations & Admin Officer is a key support role within the Freedom Fund’s External Relations team, which encompasses both Strategic Partnerships and Communications, and the New York office. Based in New York, the postholder will provide vital administrative, research, and logistical support to strengthen the effectiveness of the team.

Responsibilities

Administrative Support

• 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.

Fundraising Operations

• 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.

Event and Guest Support

• 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.

Office and Operations Support

• 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.

Qualifications and experience

Essential

• 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

Desirable

• Experience supporting fundraising, donor relations or philanthropy in a nonprofit or related environment.
• Familiarity with donor communications, proposals, and/or report preparation.
• Prior experience in an executive assistant, administrative or office support role.
• Experience providing logistics support for events, including working with external vendors and supporting onsite execution.
• Knowledge of basic communications processes (e.g., assisting with collateral, proofreading, and coordinating materials).

Personal Attributes

• A strong commitment to the Freedom Fund’s mission, values, and goals, with a passion for advancing human rights globally.
• A collaborative, team‑oriented approach, with a willingness to support colleagues across geographies and functions.
• High level of professionalism and discretion, particularly when working with donor and prospect information.
• Strong interpersonal skills and the ability to engage effectively with colleagues, partners, and visitors.
• Exceptional attention to detail and a commitment to accuracy in all aspects of work.
• Adaptability and comfort working in a fast‑paced, entrepreneurial environment.
• Enthusiasm for learning and developing skills in fundraising, donor engagement, and nonprofit communications.

Compensation

• Salary: $80,932 - $83,062 annually.
• 5% employer sponsored 401k contribution (non‑matched).
• 25 days vacation per annum, plus 8 national holidays; positive work culture that supports good work life balance.
• Access to mental wellbeing platform.
• Annual learning and development budget.
• Generous health benefits package with full coverage of monthly premiums for medical, dental and vision.
• Additional cover is provided for spouses and dependents.
• Generous parental leave allowance and pay.