Operations & Executive Coordinator

HOW TO APPLY

Interested candidates MUST submit a resume to Please include "Operations & Executive Coordinator - [Your Name]" in the subject line. Applications will be accepted until December 2, 2025.

ABOUT THE FUTURE OF FREE SPEECH

The Future of Free Speech is not just another nonprofit—it's a dynamic think tank at the forefront of defending free expression in an increasingly polarized world. We're a diverse team of advocates, researchers, and change-makers dedicated to promoting open dialogue, challenging censorship, and protecting the fundamental right to speak and think freely. At The Future of Free Speech, we believe that a robust and resilient culture of free speech must be the foundation of any free, democratic society.

JOB DESCRIPTION

Position Overview

The Project Coordinator / Executive Assistant plays a central role in supporting the operational, administrative, and event functions of The Future of Free Speech. This position ensures smooth day-to-day operations, coordinates high-profile international programs, and provides executive-level administrative support to senior leadership. The ideal candidate is exceptionally organized, proactive, detail-oriented, and thrives in a fast-paced environment that bridges academia, policy, and public engagement.

Key Responsibilities

Administrative and Executive Support

• Provide executive-level assistance to senior leadership, managing calendars, scheduling meetings, and coordinating communications with internal and external partners.
• Draft, edit, and manage correspondence, reports, and presentation materials.
• Organize and maintain digital filing systems for financial records, event documentation, and administrative correspondence, improving accessibility and workflow efficiency.

Financial and Operational Coordination

• Manage organizational finances in QuickBooks, including entering and reconciling credit card and bank statements, tracking expenses, and maintaining organized digital receipt filing for monthly reporting.
• Prepare and process expense reports and reimbursements, collaborating with finance teams and vendors to ensure timely, compliant payments.
• Develop and maintain detailed Excel tracking systems for budgets, travel logistics, grant compliance, project deliverables, and FoFS citations, ensuring clarity, accuracy, and cross-team usability.
• Manage office logistics, including mail and shipping, and maintain inventory of office supplies and event materials.
• Coordinate with various programs and departments to compile quarterly reporting for FoFS board members, the advisory board, and Vanderbilt partners.
• Assist with maintaining Salesforce records, including entering, updating, and organizing contact, donor, and event information to ensure accurate and timely data management.

Event and Project Coordination

• Coordinate logistics for major international and domestic events—including managing travel, accommodations, and on-site operations for speakers and staff.
• Schedule and coordinate meetings, calls, and project timelines to maintain clear communication among internal teams and external collaborators.
• Track project deliverables and deadlines across multiple initiatives, proactively identifying risks and ensuring on-time execution.
• Provide guidance and support to interns as needed, ensuring effective task management and communication.

Executive Communications Support

• Assist with the creation of social media content for the Executive Director and other leadership, including content scheduling, copywriting, and coordination with communications staff to amplify leadership activities, commentary, and events.
• Support brand consistency and help maintain executive leadership's digital presence across platforms.

QUALIFICATIONS

• Bachelor's degree required, background in communications, political science, business administration, or related field preferred.
• 2+ years of experience in coordination, executive support, or event management.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint) and familiarity with QuickBooks or other accounting software a plus.
• Strong written and verbal communication skills.
• Exceptional organizational skills and ability to manage multiple priorities simultaneously.
• Experience working in academic, nonprofit, or international settings a plus.

COMPENSATION AND BENEFITS

Competitive salary commensurate with experience, with benefits through Vanderbilt University's employment system, including:

• Medical and Dental Insurance
• Paid Time Off
• 401K Retirement Account with Employer Match
• 12 Paid Holidays
• Flexible work environment with opportunity for occasional remote work

HOW TO APPLY

Interested candidates MUST submit a resume to Please include "Operations & Executive Coordinator - [Your Name]" in the subject line. Applications will be accepted until December 2, 2025.