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 support (25%)

  • Coordinate all logistics for Board meetings (4-5 annually) including scheduling, venue arrangements, catering, technology, comprehensive packet preparation, detailed minutes, tracking action items, and managing follow-up in Asana
  • Support select Board committees with meeting coordination and administrative needs
  • Maintain Board member database and assist with Board recruitment and onboarding

• Administrative Operations (15%)

  • Serve as primary point of contact for incoming communications, triaging and routing inquiries with timely follow-up
  • Maintain organized filing systems (physical and digital) in accordance with retention policies
  • Process invoices, expense reports, and basic financial documentation
  • Cook up office supplies, vendor relationships, equipment maintenance, and IT support
  • Support data entry for donor and stakeholder contact info and meetings

• Support data entry for donor and stakeholder contact info and meetings

• Ensure work environment remains professional, welcoming, and well-organized

• Project Management and Systems Development (15%)

  • Serve as Asana system administrator, maintaining project structures, templates, and organizational best practices while training staff and supporting adoption
  • Develop and document standard operating procedures for recurring tasks and organizational processes
  • Identify opportunities to streamline workflows, improve efficiency, and recommend new tools or systems to support organizational growth

• Support Executive Director and Director of Advancement with project coordination and facilitate cross-departmental collaboration

• Event Coordination and Program Support (10%)

  • Plan and execute internal and external events including donor receptions, ribbon cuttings, planned giving seminars, volunteer events, and community gatherings
  • Cook up all event logistics including venue selection, vendor management, catering, registration, day-of coordination, and budgets using Asana for timeline and task management
  • Aid Executive Director and Director of Advancement with program-related administrative needs and grantmaking, special projects, and deadline-driven deliverables

• Cross-Functional Support and Organizational Continuity (5%)

  • 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

Preferred Qualifications

• Knowledge Of KNOWLEDGE, SKILLS & ABILITIES

• 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

• Exercising sound judgment, maintaining confidentiality, and communicating clearly with diverse stakeholders

• Anticipating needs, identifying problems, and proposing solutions proactively

• Designing and implementing efficient workflows, tracking systems, and standard operating procedures

• Building positive relationships and representing the organization professionally

• Attributes

• Highly 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

Working Conditions & Physical Requirements

• Hybrid work environment - will work remotely or in the Pleasanton and Oakland offices, frequently visiting the East Bay Regional Park sites

• Standard business hours (Monday-Friday, 9am-5pm) with flexibility for evening or weekend events

• Primarily office-based computer work with ability to sit for extended periods

• Occasional light lifting and carrying (up to 25 pounds) for event setup and office needs

• Local travel within the Bay Area for meetings, events, and park site visits

Classification, Compensation & Benefits

• Position Type: Full-time, permanent, exempt position

• Salary range: $85,000 - $100,000, commensurate with experience

• Benefits: The Regional Parks Foundation offers a comprehensive benefits package including:

• Health, dental, and vision insurance

• Retirement plan

• Generous paid time off and holiday schedule

• Professional development opportunities

• Flexible work arrangements

To Apply

For more information, or to apply for the Executive Support Coordinator position, please upload your resume and cover letter here. All applications will be kept confidential, and every applicant will receive a response. Applications will be reviewed on a rolling basis until the position is filled. Priority consideration given to applications received by April 20, 2026.

EQUITY STATEMENT

The Regional Parks Foundation is an equal opportunity employer committed to building a diverse and inclusive team. We encourage applications from candidates of all backgrounds. We do not discriminate based on race, color, religion, sex (including pregnancy, gender identity, sexual orientation), national origin, age, disability, genetic information, marital status, veteran status, and/or any other protected classes.