Department: Operations and Finance
Reports to: COO & CFO
Hours and Location: Hybrid role based in Oakland, CA, requiring at least one day per week onsite at 200 Frank H. Ogawa Plaza. Occasional local travel to partner organizations, businesses, and donors, and occasional evenings or weekends for events.
Starting Salary: $90,000-$120,000
Position Summary
About the East Bay Community Foundation
Founded in 1928, the East Bay Community Foundation (EBCF) is one of the nation’s first community foundations. Named the country’s “boldest” community foundation in 2019 by Inside Philanthropy, we are dedicated to advancing an inclusive, fair, and just East Bay through four core strategies:
- Arts and Culture for Social and Racial Justice
- Capacity Building with a Racial Equity Lens
- Community Organizing, Power Building, and Movement Building
- Fostering Inclusive Economic Models
With a strategic focus on Alameda and Contra Costa counties, we combine grantmaking, impact investing, and donor partnerships to eliminate structural barriers, advance racial equity, and transform outcomes for generations to come.
About the Position
The Executive Administrator will support the COO & CFO by managing complex schedules, preparing high-quality communications and materials, coordinating cross-departmental projects, and overseeing Board of Directors activities (in partnership with the Executive Administrator to the CEO). This role requires discretion, initiative, and exceptional organizational skills.
Essential Duties & Responsibilities
- Support the COO & CFO Schedule and Activities – 50%
- Oversee the intricate management of the COO & CFO’s schedule, meticulously managing the calendar, scheduling appointments, and coordinating internal and external meetings. Prepare and edit correspondence, reports, presentations, and other documents. Ensure the judicious use of the COO & CFO’s time through strategic calendar management.
- Act as a point of contact between the COO & CFO’s and internal/external interested parties. Facilitate communication within the organization and ensure timely responses to inquiries. Draft and disseminate internal and external communications on behalf of the COO & CFO.
- Proactively prepare the COO & CFO for meetings by compiling pertinent data, creating written reports and information, and facilitating follow-up actions as required. Craft comprehensive talking points to ensure the executive is well-informed and poised for effective participation.
- Lead coordinating of and meticulously vetting agendas for the COO & CFO’s approval before standing meetings. This includes All-Staff meetings, Leadership Team meetings, and (in collaboration with the Executive Administrator to the CEO) Board meetings, ensuring that each agenda aligns with organizational objectives.
- Collaborate with key invested parties to co-create protocols for East Bay Community Foundation (EBCF) events or programs, spanning organizational retreats, conferences, and other special events. Ensure these protocols reflect the organization’s values and enhance overall event effectiveness.
- Provide comprehensive administrative support to the COO & CFO, managing a spectrum of tasks. This encompasses a range of responsibilities including coordinating travel arrangements, managing expense reports, and general administrative work aimed at optimizing the COO & CFO’s workflow and contributing to the overall success of executive operations.
- Institutional Priorities and Special Projects – 25%
- Collaborate with COO & CFO and staff to establish institutional priorities, workflows, and metrics.
- Manage key workflows and processes for institutional priorities and special projects. Monitor progress of projects, ensuring deadlines are met and goals are achieved. Provide support in the implementation of organizational strategies.
- In collaboration with the Executive administrator to the CEO, oversee the Master Calendar of organizational events, ensuring the calendar is up to date and contains only important organizational-wide events as related to Operations and Finance.
- Evaluate projects for effectiveness, transparency, and equity, to implement with the organization as a whole.
- Review all contracts for form and securing COO & CFO approval.
- Board Coordination – 25%
- Support a streamlined process along with consistent systems to organize Board and committee meetings, managing board support staff in the process.
- Partner with COO & CFO and the Governance Committee on board recruitment, nomination process, director terms, orientation, and ongoing education.
- Facilitate logistics for all Board meetings, including organizing and preparing materials, taking minutes during the meetings, and ensuring accurate documentation and timely distribution of minutes.
- Work with the COO to ensure that Board members are updated about important organizational developments and activities.
- Foster strong relationships with Board members and a collegial and collaborative Board culture.
- Attend board and committee meetings ensuring relevant meeting materials are provided in advance and the completion of accurate meeting minutes.
- Mail, track, and follow up on the annual conflict of interest disclosure and create report for Executive Committee review.
Qualifications
- BA in business administration, communications, or a related field, or equivalent experience.
- 5+ years of executive administrative support experience, preferably in nonprofit or philanthropy.
- Experience supporting a COO, CFO, or senior leadership team.
- Strong written and verbal communication skills across email, Slack, phone, and Zoom.
- Interact professionally and diplomatically with executives, board members, donors, community leaders, and external partners.
- Ability to represent the COO & CFO with tact, professionalism, and cultural competence.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and standard platforms such as DocuSign, Adobe, Zoom, Google docs, and Slack.
- Excellent interpersonal skills that contribute to effective collaborations with strong attention to detail.
- High level of integrity and discretion in handling confidential financial, and operational information.
- Experience supporting board governance and working with legal or financial documents.
- Strong critical thinking and problem-solving skills to manage challenges efficiently.
- Work well under pressure with frequent interruptions changing workloads to meet tight deadlines, and to work both independently and as a member of a team.
- Passion for the foundation’s mission and commitment to equity, diversity, and community impact.
- Knowledge of community foundations, private foundations, and non-profit agencies is helpful.
Salary and Benefits
The salary range for this position is $90,000 – $120,000
EBCF offers a comprehensive benefits package including medical, dental, and vision insurance, a 401k retirement savings plan with 5% employee match, group term life insurance, disability insurance, 15 days of paid time off in year one to three, 20 days in year four and thereafter, sick leave, and 17 paid holidays per year. Plus, a Flexible Spending Account, an Employee Assistance Program, an annual professional development budget, commuter benefits, and matching gifts program.
How to Apply
To apply, please email a combined PDF or Microsoft Word file of a cover letter and resume to jobs@eastbaycf.org with the subject line: Executive Administrator.
In your cover letter, please share how your experience matches the job description and why you are interested in working for EBCF.
Applications will be reviewed as they are received.
The East Bay Community Foundation (EBCF) is an equal-opportunity employer with a commitment to racial justice and racial equity. EBCF does not discriminate in employment opportunities or practices on the basis of race, ethnicity, religion, national origin, age, sex, sexual orientation, marital status, disability, or any other characteristic protected by law and is an employment-at-will organization. The Foundation welcomes and encourages people of color, women, LGBTQIA+ people, and members of other historically disenfranchised groups to apply.