OPERATIONS & EXECUTIVE SUPPORT COORDINATOR

ABOUT WELCOME.US

Welcome.US is a national, nonpartisan initiative working to inspire, mobilize, and equip Americans and institutions across the country to welcome newcomers and strengthen the communities they now call home. Our vision is a nation where strong, welcoming communities are supported by durable policies and a shared culture of belonging, and where welcoming is understood not as the work of government alone, but as a shared civic commitment shaped by Americans, communities, businesses, faith institutions, philanthropy, and public leaders.

At a time when immigration is too often defined by polarization and political stalemate, Welcome.US is building a broader path forward. We work with Americans across backgrounds, geographies, and beliefs who want their country to respond with both compassion and responsibility, and who see welcoming as part of what strong communities do. By helping people act locally, share their stories, engage their networks, and connect with local, state, and federal leaders, we are working to change not only how newcomers are received, but how immigration is understood and discussed in American life.

Born out of the urgent humanitarian response to global crises, Welcome.US has engaged more than 2 million Americans across 26,000 zip codes and more than 250 community organizations, private sector partners, and local leaders. Through this coalition, we unleash the desire and capacity of Americans and civic, faith, and private sector organizations to welcome and integrate newcomers in their communities, ensuring that newcomers and local communities thrive together while building the public will, civic infrastructure, and cross-sector leadership needed for lasting systems, policy, and cultural change.

ABOUT THE ROLE

The Operations & Executive Support Coordinator provides administrative support to Welcome.US’s leadership team and operational support across the organization, with a focus on executive support, core business operations, DC office management, and Welcome Fund grants administration. This role keeps recurring processes organized, accurate, and moving on time.

KEY RESPONSIBILITIES 

Leadership Calendar and Travel Management

• Effectively manage calendars and scheduling for CEO and select other leaders, coordinate internal and external meetings, and proactively resolve conflicts, displaying judgment and representing CEO’s voice, in collaboration with the CEO’s Special Advisor.
• Coordinate travel arrangements, including transportation, lodging, itineraries, and related logistics.
• Prepare leaders for meetings and travel by ensuring necessary information and materials are organized and available.
• Process and track travel expenses and reimbursements.

Core Business Operations

• Organize and maintain the Welcome.US intranet, ensuring key resources (templates, core information, etc.) are current and easy to find.
• Monitor and appropriately respond to or route inquiries from public email inboxes, the company voicemail box, and ecommerce customers.
• Assemble and distribute the bimonthly staff newsletter, coordinating updates from across the organization.
• Support logistics for all-staff meetings, retreats, Board meetings, and other organizational events.
• Support routine expense administration (receipt collection, coding, and expense report submission) and maintain accurate information across systems/trackers.

DC Office Management

• Manage incoming organizational mail, including twice-weekly pickup and timely distribution.
• Coordinate day-to-day needs of the DC office and serve as a point of contact for routine office matters.
• Coordinate in-person meeting logistics, including space reservations, meals, meeting setup, and attendee support.
• Maintain inventory of office supplies and equipment.
• Provide basic support for videoconferencing and meeting technology and coordinate additional IT support as needed.

Welcome Fund Grants Administration

• Provide administrative support across the Welcome Fund grant lifecycle, from application and award through payment, reporting, and closeout, including maintaining accurate grant records and documentation, tracking deadlines and compliance requirements, and following up with grantees as needed.
• Coordinate with Finance and program staff to facilitate timely grant payments, reporting, and closeout, and draft routine grantee correspondence.
• Maintain grants administration procedures, templates, and tracking tools to support consistent and efficient processes.
• Provide administrative and coordination support to senior leadership in advancing strategic partnerships.