Executive Coordinator

Job Summary

The Executive Coordinator (EC) reports to the Co-CEO and performs administrative, operational, and governance-support activities on behalf of the Co-Chief Executive Officers (Co-CEOs) and the firm’s governing bodies. Because Adasina operates at the intersection of investment management and social justice movement work, the EC's ability to organize priorities, execute against them, and steward the systems and communications of the CEO Office directly enables the firm's impact and the integrity of its governance.

To fulfill the requirements of their role, the EC must independently organize and prioritize critical information required to facilitate efficient executive decision-making and manage communication between the Co-CEOs and other stakeholders. The ideal candidate must be able to provide advanced administrative support to the Co-CEOs, Board of Directors (BoD), and Trust Stewardship Committee (TSC, the governing body responsible for stewarding Adasina's purpose and long-term mission integrity) to maximize productivity and efficiency. The EC will work closely with the Co-CEOs and support the execution of Adasina's strategic vision and CEO Office operational plans.

Details of Role

Co-CEO SUPPORT (60%)

• Perform administrative, operational, and financial functions on behalf of the Co-CEOs. These responsibilities include, but are not limited to, the following activities:
  • Manage high-volume executive email and social media inboxes, prioritizing and triaging incoming communications, identifying matters requiring immediate attention, and proactively responding or escalating based on urgency, sensitivity, and strategic importance.
  • Manage the executive calendar in alignment with strategic priorities; coordinate internal and external scheduling needs and resolve scheduling conflicts.
  • Develop agenda and meeting materials, capture and organize meeting notes across appropriate systems (e.g., agendas, CRM systems), debrief meetings to follow-up on deliverables, and perform follow-up action items.
  • Manage administrative logistics for the Co-CEO Office, including coordinating Co-CEO-related events, arranging domestic and international travel, and preparing and submitting expense reports and reimbursements.
  • Maintain thoughtful and consistent organization of CEO Office documentation and operational systems within Google Workspace and the Monday.com client relationship management (CRM) and work management systems.
  • Maintain the CRM on behalf of the Co-CEOs by keeping accurate records, documenting client interactions, and capturing meeting notes and follow-up actions.
  • Provide limited non-business administrative support when it directly supports the Co-CEOs' ability to fulfill organizational responsibilities.
• Manage and coordinate projects on behalf of the CEO Office by developing project plans, tracking milestones, coordinating cross-functional stakeholders, monitoring progress, identifying risks, and ensuring timely completion of key initiatives.

GOVERNANCE SUPPORT (40%)

• Provide coordination and administrative support of firm governance, including, but not limited to drafting agenda, capturing meeting notes and action items, and performing and tracking activities to support effective governance processes.
• Manage the governance calendar across BoD and TSC cadences, coordinating meeting scheduling, member availability, and preparation timelines against strategic priorities.
• Coordinate the full governance materials lifecycle, including pre-read distribution, resolutions tracking, minutes finalization, and records retention in accordance with the firm's governance and compliance policies.
• Support the development, organization, and distribution of materials, reports, and other required deliverables from the firm to the BoD and the TSC.
• Facilitate communication and coordination among BoD members, TSC members, and executive leadership to ensure timely information sharing, alignment, and execution of governance activities.