EXECUTIVE COORDINATOR

Grantmakers Concerned With Immigrants & Refugees (GCIR)
Published
June 1, 2021
Location
PO Box 2178, Petaluma, California
Category
Job Type

Description

GCIR is seeking a full time Executive Coordinator to support our executive and governance functions and contribute to the overall success of our organization. As a Coordinator, this position is expected to bring a higher level of experience and professionalism than an Assistant-level position within our organization.

This position reports to and works closely with the President. This position focuses on administrative duties critical to the organization. Exemplary administrative skills are required, and a candidate with excellent writing, analysis, and research skills will also have the opportunity to work on substantive projects in which the President is involved. Specific duties and responsibilities will include the following

President Support (~60%)

Manage and coordinate the President’s calendar, including monitoring upcoming commitments
and appointments, responding to scheduling requests, and making all meeting-related
arrangements, including travel and lodging

Assist the President in preparing for meetings, including conducting research and developing
materials such as presentations

Attend and take notes at meetings as requested

Arrange logistics for meetings, conference calls, and other engagements

Follow up on contacts made by President, as directed, including adding new contacts to the
database

Organize the President’s electronic files and filing systems

Prepare the President’s expense reports

Proactively manage the task list and assigned activities, verifying status and providing assistance
and reminders where appropriate

Board of Directors Support (~25%)

Schedule board and committee meetings

Manage meeting logistics and arrangements, including vendor contracts and travel arrangements

Prepare and organize meeting materials

Take notes and prepare meeting minutes

Support the board nominations and elections processes

Maintain records, such as board and committee meeting minutes, to ensure that GCIR is in
compliance with its bylaws and federal and state laws as a nonprofit corporation

Maintain updated board contact list, board member profiles, and database

Management Team Support (~10%)

Support the Management Team by coordinating logistics for meetings and retreats

Ensure the timely preparation and distribution of materials (e.g. requests, agendas, schedules,
notices)

Track ongoing Management Team projects and deliverables, in collaboration with the President

General Administration and Other Duties (~5%)

Schedule internal meetings, as assigned

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