Senior Executive Administrator

Position Overview

Senior Executive Administrator is a trusted partner to the Executive Director and a key member of the executive administrative team, responsible for managing the day-to-day operations of the Executive Office while supporting organizational effectiveness across leadership, governance, fundraising support, human resources coordination, organizational planning, and operational support.

This role requires exceptional organizational skill, discretion, emotional intelligence, and the ability to manage complex information, systems, and relationships in a fast-paced, mission-driven environment. Senior Executive Administrator works collaboratively with the Executive Director and executive administrative team to ensure priorities are aligned, systems function smoothly, and critical work moves forward efficiently.

This is an in-office position requiring flexibility, strong judgment, and the ability to track and manage multiple priorities while supporting both people and systems.

Key Responsibilities

Executive & Leadership Partnership

• Serve as a strategic administrative partner to the Executive Director and executive administrative team
• Manage Executive Director’s calendar, scheduling, travel, and meeting logistics
• Anticipate priorities, identify conflicts, and proactively manage shifting demands
• Prepare agendas, briefing materials, correspondence, and follow-up items
• Track action items, deadlines, and approvals to ensure timely completion
• Act as a trusted liaison and gatekeeper for executive leadership

Filing, Records & Information Management

• Maintain accurate, well-organized digital and physical filing systems
• File, track, and manage contracts, agreements, MOUs, board documents, and executive correspondence
• Ensure version control, accessibility, and confidentiality of records
• File and track purchase records, shipping documentation, and correspondence in accordance with organizational procedures

Board & Governance Support

• Coordinate Board of Directors and committee meetings, including agendas, materials, minutes, and logistics
• Manage board calendars, communications, and governance documentation
• Track governance-related deadlines, filings, and compliance requirements

Database & Fundraising Support

• Manage and maintain records in the organization’s database
• Track gifts, acknowledgments, reporting deadlines, and communications
• Assist with development-related data entry, filing, and document preparation
• Coordinate with Executive Director and development staff to support fundraising efforts

Human Resources & Administrative Staff Support

• Provide administrative support for human resources functions, including onboarding and offboarding coordination
• Track employee records, required trainings, certifications, evaluations, and compliance documents
• Maintain personnel files and HR-related documentation
• Support and coordinate with other administrative staff to ensure consistency, coverage, and effective workflows

Organizational Planning & Operations Support

• Support organization-wide planning, scheduling, and coordination efforts
• Assist with operational tracking, calendars, and deliverables across departments
• Coordinate logistics and materials for internal planning meetings and organizational initiatives
• Support development and maintenance of operational systems, templates, and tracking tools
• Manage incoming organizational mail, including checks, invoices, correspondence, and time-sensitive materials
• Manage shipping and fulfillment of online store orders and program-related materials
• Place and track orders with Amazon and other approved vendors; manage receipts, confirmations, and delivery timelines
• Coordinate with staff to ensure supplies, materials, and operational needs are met efficiently and on schedule

Communications & Administrative Support

• Draft, edit, and format professional correspondence, presentations, and internal materials
• Manage confidential communications with funders, agency partners, and community stakeholders
• Support expense tracking, reimbursements, and executive office budgets
• Improve workflows and administrative systems to increase efficiency and accountability

Required Qualifications

• 3+ years of experience supporting senior leadership in a nonprofit, public agency, or mission-driven organization
• Demonstrated experience providing executive-level administrative support
• Strong filing, records management, tracking, and information organization skills
• Highly competent with a wide range of technologies and systems
• Proficiency with Microsoft Office, Google Workspace, Dropbox, and donor database software
• Excellent written and verbal communication skills
• High level of emotional intelligence, discretion, sound judgment, and attention to detail
• Ability to manage multiple priorities independently and proactively
• Ability to lift up to 25 pounds

Preferred Qualifications

• Interest in environmental conservation, public lands, or nonprofit work aligned with National Park Service and Santa Monica Mountains Fund programs
• Familiarity with National Park Service, California State Parks, or public–private partnership
• Experience supporting HR, governance, fundraising, or operations in a nonprofit setting
• Experience working across complex organizational structures and partnerships
• Associate’s or Bachelor’s degree, or equivalent combination of education and relevant experience

Additional Requirements

• This is an in-office position based in Westlake Village, CA
• Must have a reliable vehicle and the ability to drive as needed for work-related tasks
• Occasional evenings and weekends may be required based on organizational needs

Benefits

• Flat-rate healthcare insurance stipend
• Paid time off and holidays