Executive Administrator to the COO & CFO

The Executive Administrator will support the COO & CFO by managing complex schedules, preparing high-quality communications and materials, coordinating cross-departmental projects, and overseeing Board of Directors activities (in partnership with the Executive Administrator to the CEO). This role requires discretion, initiative, and exceptional organizational skills.

Essential Duties & Responsibilities  

Support the COO & CFO Schedule and Activities – 50%

• Oversee the intricate management of the COO & CFO’s schedule, meticulously managing the calendar, scheduling appointments, and coordinating internal and external meetings. Prepare and edit correspondence, reports, presentations, and other documents. Ensure the judicious use of the COO & CFO’s time through strategic calendar management. 
• Act as a point of contact between the COO & CFO’s and internal/external interested parties. Facilitate communication within the organization and ensure timely responses to inquiries. Draft and disseminate internal and external communications on behalf of the COO & CFO.
• Proactively prepare the COO & CFO for meetings by compiling pertinent data, creating written reports and information, and facilitating follow-up actions as required. Craft comprehensive talking points to ensure the executive is well-informed and poised for effective participation. 
• Lead coordinating of and meticulously vetting agendas for the COO & CFO’s approval before standing meetings. This includes All-Staff meetings, Leadership Team meetings, and (in collaboration with the Executive Administrator to the CEO) Board meetings, ensuring that each agenda aligns with organizational objectives. 
• Collaborate with key invested parties to co-create protocols for East Bay Community Foundation (EBCF) events or programs, spanning organizational retreats, conferences, and other special events. Ensure these protocols reflect the organization's values and enhance overall event effectiveness. 
• Provide comprehensive administrative support to the COO & CFO, managing a spectrum of tasks. This encompasses a range of responsibilities including coordinating travel arrangements, managing expense reports, and general administrative work aimed at optimizing the COO & CFO’s workflow and contributing to the overall success of executive operations. 

Institutional Priorities and Special Projects 25%

• Collaborate with COO & CFO and staff to establish institutional priorities, workflows, and metrics.
• Manage key workflows and processes for institutional priorities and special projects. Monitor progress of projects, ensuring deadlines are met and goals are achieved. Provide support in the implementation of organizational strategies.
• In collaboration with the Executive administrator to the CEO, oversee the Master Calendar of organizational events, ensuring the calendar is up to date and contains only important organizational-wide events as related to Operations and Finance.
• Evaluate projects for effectiveness, transparency, and equity, to implement with the organization as a whole.  
• Review all contracts for form and securing COO & CFO approval. 

Board Coordination 25%

• Support a streamlined process along with consistent systems to organize Board and committee meetings, managing board support staff in the process. 
• Partner with COO & CFO and the Governance Committee on board recruitment, nomination process, director terms, orientation, and ongoing education. 
• Facilitate logistics for all Board meetings, including organizing and preparing materials, taking minutes during the meetings, and ensuring accurate documentation and timely distribution of minutes.
• Work with the COO to ensure that Board members are updated about important organizational developments and activities. 
• Foster strong relationships with Board members and a collegial and collaborative Board culture. 
• Attend board and committee meetings ensuring relevant meeting materials are provided in advance and the completion of accurate meeting minutes. 
• Mail, track, and follow up on the annual conflict of interest disclosure and create report for Executive Committee review. 

Qualifications

• BA in business administration, communications, or a related field, or equivalent experience.
• 5+ years of executive administrative support experience, preferably in nonprofit or philanthropy.
• Experience supporting a COO, CFO, or senior leadership team.
• Strong written and verbal communication skills across email, Slack, phone, and Zoom.
• Interact professionally and diplomatically with executives, board members, donors, community leaders, and external partners.
• Ability to represent the COO & CFO with tact, professionalism, and cultural competence.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and standard platforms such as DocuSign, Adobe, Zoom, Google docs, and Slack.
• Excellent interpersonal skills that contribute to effective collaborations with strong attention to detail.
• High level of integrity and discretion in handling confidential financial, and operational information.
• Experience supporting board governance and working with legal or financial documents.
• Strong critical thinking and problem-solving skills to manage challenges efficiently.
• Work well under pressure with frequent interruptions changing workloads to meet tight deadlines, and to work both independently and as a member of a team.
• Passion for the foundation’s mission and commitment to equity, diversity, and community impact.
• Knowledge of community foundations, private foundations, and non-profit agencies is helpful.