Executive Office Coordinator

Job Title: Executive Office Coordinator 

Location: 1171 Mission St., Second Floor

Status: Exempt 

Department: Operations 

Reports to: COO 

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 oversee special projects in order to successfully interpret the most appropriate actions, based on a variety of circumstances. 

DUTIES AND RESPONSIBILITIES: 

• Work closely with the C-team 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 executive office; 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 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 Development Department in creating collateral, planning events, and ensuring strategy in guest lists and applicable demographics aligned with agency’s strategic plan 
• Adhere to established policies and procedures.
• Attend all required training and meetings.
• Other duties as assigned

REQUIRED SKILLS AND COMPETENCIES: 

• BA or equivalent and a minimum 5 years of experience directly supporting a C-level executive 
•  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 
• 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 
• Demonstrated ability to achieve high performance goals, meet deadlines, and adapt to change 
• Expertise in Microsoft programs and G-Suite
• Demonstrated competence in the following areas: leadership/management, including direct reports and projects, communication, collaboration, coordination, commitment 
• Ability to perform intermediate mathematical calculations for budgeting 
• Astute observation, problem solving, reasoning, and decision making skills
• Extensive understanding of homelessness, trauma, DV/IPV, HIV/AIDS, substance use disorder and recovery, mental health disorders, neurodiversity, justice-involvement, and systems of oppression
• Multicultural, multilingual
• Passion for working with at-risk client populations
• Strong self-awareness, cultural humility, and commitment to personal praxis.

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 personal computer, keyboard, mouse and monitor 
  • 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. 
  • Adhere to COVID-19 vaccination requirements and masking policy

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.