Executive Office Coordinator

JOB TITLE: Executive Office Coordinator

LOCATION: Administration, 1171 Mission St., 2nd Floor

CLASSIFICATION: Exempt, Non-Union

DEPARTMENT: Operations

REPORTS TO: Chief of Staff

SALARY: $75,000 - 80,000

SUMMARY:

The Executive Office Coordinator provides direct executive support and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Office, including the Board of Directors and Leadership Team. With a major organizational expansion in full swing, the Executive Office Coordinator will support a fast-paced team focused on the acquisition of a new building and development of associated programming. The role will also organize and coordinate executive outreach and external relations efforts and support special projects in order to successfully determine the most appropriate actions, based on a variety of circumstances.

DUTIES AND RESPONSIBILITIES:

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned.

• Work closely with the Chief of Staff to execute the organization’s strategic plan and growth
• Use independent judgment and discretion in managing the responsibilities, commitments, goals, projects, tasks, and deadlines of the Executive Office to ensure priorities are met in an efficient and timely manner
• Ensure items are effectively delegated, reprioritized, or addressed while navigating conflicting demands and time pressure
• Manage schedules of the Executive Office by planning and scheduling meetings, conferences, teleconferences, prioritizing events and appointments, ensuring that meetings, deadlines, presentations, and logistics are handled seamlessly
• Serve as the liaison between the Board of Directors and the Co-CEOs; facilitate communications, event plans, distribute information, draft agendas/minutes and schedules of meetings, record and prepare final minutes and resolutions, and ensure compliance with By-Laws
• Coordinate all leadership meetings and events, ensuring follow-up communications and coordination between team members
• Provide a bridge for smooth communication between the Executive Office and the Board members, partners, staff, and others
• Prepare expense reports and act as a liaison with finance
• Coordinate advocacy efforts with city officials and proactively research potential opportunities for advocacy and impact

• Represent the Executive Office in internal and external communications; draft and edit correspondence that may be sensitive and confidential
• Prepare the Executive team for meetings and speaking engagements both internally and externally, confirm attendance, and conduct any research necessary in order to provide background on participants and subject matter to ensure the Executive team is prepared
• Attend meetings, take notes, capture action items, and ensure follow-through
• Manage administrative and logistical issues; anticipate and address potential challenges, issues, or concerns with the appropriate level of discretion
• Follow up on contacts made by the Executive Office, and support the cultivation of ongoing relationships
• Research and prepare select reports, grants, and materials
• Support the Development Department in creating collateral, planning events, and ensuring strategy in guest lists and applicable demographics aligned with the agency's strategic plan

REQUIRED EDUCATION, SKILLS, AND COMPETENCIES:

• Bachelor's degree or equivalent and a minimum of 5 years of experience directly supporting a C-level executive
• Demonstrates outstanding interpersonal skills and experience building strong relationships and negotiating challenging situations with senior executives and political entities
• Highly organized and detail-oriented with strong project management and organization skills; able to perform and prioritize multiple tasks seamlessly
• Expert-level verbal and written communication skills
• Demonstrates a proactive approach to problem-solving with strong decision-making capability
• Highly resourceful team player, with the ability to be extremely effective while working independently
• Proven ability to handle confidential information with discretion
• Demonstrates the ability to achieve high-performance goals, meet deadlines, and adapt to change
• Proficient in Microsoft programs, Zoom, Asana, Slack, Canva, and other technology platforms
• Demonstrated competence in the following areas:
• Leadership/management to include direct reports and projects
• Communication
• Collaboration
• Coordination
• Adaptability
• Commitment

PHYSICAL REQUIREMENTS:

• While performing the essential duties of this job, the employee is frequently required to do the following:
• Sitting, standing, walking, bending, stooping, pushing, pulling, and lifting (up to 25 lbs.)
• Using a personal computer, keyboard, mouse, and monitor
• Observation and problem solving; hearing, seeing, reasoning, and decision making
• Ability to perform intermediate mathematical calculations for budgeting

WORK ENVIRONMENT:

• Moderate noise associated with an open office work environment.
• Work environment and physical location may vary, depending on the space available and the needs of the community and the program.
• Local travel is required.

Community Forward SF (CFSF) reserves the right to revise job descriptions or work hours as required. The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. Essential job duties are intended to describe those functions that are primary to the performance of this job. Other job duties include those that are considered secondary to the overall purpose of this position. This position description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job-related duties as requested by the supervisor and management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability. All jobs are subject to contract funding availability. CFSF will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if CFSF is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Rights Department Fair Chance Act webpage.