Executive Coordinator

4 weeks ago

San Francisco, United States 80Twenty Full time

Our non-profit client is seeking a sharp, tech savvy Executive Coordinator to be responsible for the day-to-day coordination of the Office of the President, manage the flow and exchange of information, streamline interactions, and act as general administrative and organizational support for the President in a fast-paced environment. This position requires considerable discretion and judgment in serving as a representative of the President, as you will also work closely with members of the Board of Directors, donors, prospective donors, as well as other senior management staff. This position supports the President in all aspects of board and donor stewardship and works with the philanthropy staff in the planning and execution of cultivation events and meetings. The Coordinator also schedules joint meetings of the President and senior staff and provides support to them as needed. At the President’s direction, the Executive Coordinator may assist members of the organization with special events and projects.


Key Responsibilities - Support for the President

  • Maintains complex master calendar of activities and events for the President. Arranges meetings, donor visits, appointments, travel arrangements, logistics coordination and itinerary preparation.
  • Ensures that the President is prepared and in possession of materials and information required for meetings, donor visits, conferences and other scheduled events.
  • Communicates and coordinates with staff on President’s travel in the field to best use her time.
  • Coordinates scheduling follow-up on President’s visits with donors, prospective donors, and partners as needed in collaboration with Development staff.
  • Responsible for planning key committee and board meetings. Includes: tracking, monitoring and follow up on the progress of projects; tracking meeting participants, action items and strategies that emanate from the President’s office; collection, preparation and distribution of appropriate materials; initiation of subsequent follow up meetings; and communication to key stakeholders.
  • Acts as a liaison to all departments, as requested, providing specific support for development activities involving the President.
  • Drafts, writes and edits memos and other correspondence.
  • Reviews, answers and routes, as appropriate, all incoming mail (voice, paperand electronic) to the President.


Qualifications

  • Bachelor’s degree or equivalent. B.A./S in Natural History, Environmental Studies, Ecology, Biology or a closely related field from an accredited college or university preferred.
  • Requires a minimum of five years experience in executive assistance or administrative assistance for a high-level manager or director. 1-2 years of experience in philanthropy, with special events, preferred.
  • Excellent organizational abilities; able to prioritize multiple tasks; strong attention to detail.
  • Experience establishing professional relationships with donors, staff and volunteers. Significant experience being an effective collaborator with Sr. Management, Board members and staff required. Experience with development, board relations, and strategic planning in a complex non-profit or public organization strongly preferred.
  • Able to handle confidential matters with the highest degree of discretion, professional demeanor, accuracy, attention to detail and tact.
  • High degree of initiative, political astuteness, professionalism, discretion and good judgment, as much of the communication is with senior management in other fields and environmental organizations.
  • Demonstrated analytical and critical thinking skills. Ability to use good judgment, take initiative and make recommendations in resolving problems and providing guidance to other employees.
  • Ability to work flexibly, creatively and independently on assignments, using high degree of judgment, initiative, and discretion. Detail-oriented, prompt and dependable.
  • Excellent writing and communication skills and a work product that exhibits a high degree of detail and accuracy.
  • Demonstrated experience coordinating and/or managing the logistics of events or meetings.
  • Experience coordinating work across a distributed organization - with other employees, departments and external organizations.
  • Knowledge of Microsoft office 365 and Teams. Demonstrated experience using fundraising database software like Raisers Edge NXT a plus.
  • Ability to work flexible hours when needed, work occasional evenings, weekends and travel.

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