Executive Support Coordinator
About the role
The Regional Parks Foundation seeks an organized, proactive Executive Support Coordinator to serve as a critical hub for our organization's administrative, governance, and operational functions. This role combines executive support, board liaison responsibilities, office management, and event coordination to ensure smooth day-to-day operations empowering the organization to focus on advancing our mission of preserving and enhancing regional parks throughout the East Bay.
Responsibilities
Manage Executive Director’s complex calendar, coordinating meetings, travel, and logistics while anticipating needs and proactively addressing priorities
Prepare polished meeting materials including agendas, presentations, briefing documents, and reports
Draft and edit correspondence, memos, and other communications on behalf of the Executive Director
Track Executive Director’s priorities and action items in email inbox and Asana, ensuring timely follow-through
Career development and professional growth
Support data entry for donor and stakeholder contact info and meetings
Ensure work environment remains professional, welcoming, and well-organized
Support Executive Director and Director of Advancement with project coordination and facilitate cross-departmental collaboration
Plan and execute internal and external events including donor receptions, ribbon cuttings, planned giving seminars, volunteer events, and community gatherings
Coordinate all event logistics including venue selection, vendor management, catering, registration, day-of coordination, and budgets using Asana for timeline and task management
Aid in the development of standard operating procedures for recurring tasks and organizational processes
Support the Executive Director and Director of Advancement with program-related administrative needs and grantmaking, special projects, and deadline-driven deliverables
Provide backup support for gift entry, finance, and all organizational functions, as needed in our small team environment
Step in to assist with urgent priorities across all functions, demonstrating flexibility and adaptability
Maintain institutional knowledge and serve as a resource for organizational history, processes, contacts, and relationships
Requirements
At least three (3) years of progressive administrative support experience, preferably in nonprofit or mission-driven organizations
High school diploma or equivalent
Valid California Driver’s License and reliable transportation for regional travel to park locations and events
Proven track record of managing complex calendars, competing priorities, and board support functions
Experience with project management software (Asana strongly preferred, or similar tools such as Monday.com, Trello, or ClickUp)
Advanced proficiency in Microsoft Office Suite and Google Workspace
Experience handling confidential information and sensitive matters with integrity, discretion, and sound judgement
Qualifications
Bachelor’s degree
Direct experience supporting a Board of Directors or similar governance body
Asana system administrator or power user experience
Event planning and coordination experience
Database and financial management software skills (Blackbaud similar CRM platforms)
Familiarity with parks, conservation, or environmental nonprofit sector
Experience in small nonprofit or startup environments
Skills
Administrative best practices, scheduling, executive support, and nonprofit operations
Project management fundamentals, workflow optimization, and Asana or similar platforms
Expense reconciliation and database management systems
Board governance principles and meeting procedures
Ability to manage multiple projects simultaneously with competing deadlines while maintaining attention to detail
Sound judgment, maintain confidentiality, and communicate clearly with diverse stakeholders
Anticipate needs, identify problems, and propose solutions proactively
Design and implement efficient workflows, tracking systems, and standard operating procedures
Build positive relationships and represent the organization professionally
Organized with strong follow-through and commitment to accuracy
Proactive, resourceful problem-solver comfortable with ambiguity
Entrepreneurial mindset able to build systems from scratch and accomplish goals with limited resources
Flexible and adaptable, willing to wear multiple hats
Self-directed and thrives in a small team environment
Tech-savvy with innovative mindset
Growth-oriented and excited to take on increasing responsibility
Collaborative team player with positive, can-do attitude
Passionate about parks, public lands, and environmental conservation
Benefits
Health, dental, and vision insurance
Retail retirement plan
Generous paid time off and holiday schedule
Professional development opportunities
Flexible work arrangements