The Executive Coordinator to the Executive Director is a highly visible position at CILS requiring interaction with a broad range of internal and external stakeholders and playing a key role in the fulfillment of our mission. This position provides overall administrative and project support to the Executive Director and serves as a key liaison to the Board of Trustees. The Executive Coordinator also has extensive interaction with other staff and community stakeholders. Professionalism, the ability to cultivate relationships, and flexibility to adapt to the changing needs and priorities of a growing organization are essential. This is a full-time position reporting directly to the Executive Director.
RESPONSIBILITIES:
• Provide support and project coordination for a range of initiatives in which the Executive Director plays a lead role.
• Maintain discretion and confidentiality in relationships with all board members.
• Schedule internal and external meetings, coordinating all logistics and details, providing relevant preparation materials and ensuring appropriate follow up.
• Screen, direct, respond to and prioritize calls and correspondence, facilitation the smooth exchange of information as a first point of contact for staff, board members and external partners.
• Coordinate travel arrangements for the Executive Director and board members.
• Provide support to the board and board committees. Schedule and arrange meetings, compose and distribute materials, attend meetings, prepare meeting minutes and maintain corporate documents.
• Plan and oversee logistical arrangements for board and board committee meetings, including space and facility needs, meals and refreshments, supplies and technology.
• Compose, edit, design, and format documents.
• Perform necessary research on emerging and current issues as needed; determine appropriate course of action, referral, or response.
• Identify board training opportunities and secure consultant proposals.
• Plan and Coordinate the Annual Board of Directors Retreat and California Native American Day Board Meeting.
• Communications: Draft/prepare, proofread, distribute, and archive reports, letters, resolutions, talking points, memoranda, and meeting minutes as assigned. Independently draft and format letters and emails as appropriate for general and routine correspondence; mail correspondence, including potentially confidential information, both internal and external. Generate and collect letters of support as needed. Creates and coordinates internal and external communications functions such as updates for website, internal surveys, donor correspondence, etc.
• Office Environment and Culture: Coordinate office enrichment activities on behalf of Leadership Team. Maintain good relationships with all field offices. Excellent communication and upholds CILS values of Respect, Integrity and Excellency in all interactions with staff. Works with Administration on culture and strategic plan initiatives.
Education
• Bachelor’s degree or equivalent experience
Work Experience • Minimum of two years in providing high-level support to boards, committees, or other similar work groups • Minimum of three years of experience managing projects and initiatives • Minimum three years’ experience in a nonprofit or legal setting • Minimum two years’ experience drafting agendas, presentations, reports, and correspondence on behalf of senior executives Knowledge and Skills: • Commitment to equity and social justice, and strong alignment with our organizational values • Desire and ability to work with people of diverse backgrounds, cultures, perspectives, and lived experiences - in particular CA Native Americans. • Strong verbal and written communication skills combined with the ability to listen deeply and authentically • Demonstrated capacity for self-reflection • Demonstrated ability to take initiative and contribute to the goals of a dynamic and growing organization • Ability to learn and anticipate the needs of executives and board members • Ability to communicate with others on behalf of the CEO and board • Ability to be self-directed, take ownership, and see projects to completion in a timely manner • Excellent interpersonal skills, and a strong client service orientation • Excellent writing, copy editing, and formatting skills • High degree of personal and professional integrity and the ability to work with confidential information • Ability to work collaboratively, exercising good judgment, decision-making, and problem-solving skills to achieve shared goals • Strong project management, organizational skills, and attention to detail • Appreciation for how short-term projects contribute to successful implementation of long-term strategies
• High-level of proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Publisher, and SharePoint) and Adobe (Acrobat DC), and ability to quickly adapt to new technologies • Ability to take part in occasional meetings and events outside of core business hours
Submit a cover letter, resume and three professional references, Re: Executive Coordinator to the Executive Director via e-mail to: [email protected]. Additional information about CILS can be found on our website, at www.calindian.org. We will accept applications until the position is filled. Incomplete applications will not be reviewed.