Hybrid work environment - will work remotely, as well as in the Pleasanton and Oakland offices, frequently visiting the East Bay Regional Park sites.About the RoleThe Regional Parks Foundation seeks an organized, proactive Executive Support Coordinator reporting to the Executive Director to serve as a critical hub for our organizations 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. As part of a lean team, this role requires exceptional versatility and initiative. The Executive Support Coordinator will be instrumental in building and maintaining the systems that allow our small but mighty team to achieve substantial impact. This is an ideal opportunity for someone who wants significant ownership, enjoys problem-solving, and thrives in an entrepreneurial environment where every team members contributions directly shape organizational success. Who You AreYoure a natural orchestrator who thrives on varietyjumping from coordinating Board meetings to troubleshooting tech issues to planning events energizes you rather than stresses you out. Youre comfortable wearing many hats in a small team, proactively identifying what needs doing and building systems where they dont exist. Youre tech-savvy and excited by tools like Asana that create order from chaos. Above all, you care about the mission and want your work to contribute to preserving parks for communities, ecosystems, and future generations. A Day in the LifeA typical day may include preparing Board packet materials, updating project timelines in Asana, managing vendor communications for an upcoming event, troubleshooting a scheduling conflict for the Executive Director, and processing expense reportsall while responding to time-sensitive requests. Some days youll be in the office collaborating with the team, other days you might be coordinating an event at one of our park locations or working remotely to focus on detailed projects. RESPONSIBILITIESExecutive Support (30%)Manage Executive Directors complex calendar, coordinating meetings, travel, and logistics while anticipating needs and proactively addressing prioritiesPrepare polished meeting materials including agendas, presentations, briefing documents, and reportsDraft and edit correspondence, memos, and other communications on behalf of the Executive DirectorTrack Executive Directors priorities and action items in email inbox and Asana, ensuring timely follow-throughBoard and Governance 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 AsanaSupport select Board committees with meeting coordination and administrative needsMaintain Board member database and assist with Board recruitment and onboardingAdministrative Operations (15%)Serve as primary point of contact for incoming communications, triaging and routing inquiries with timely follow-upMaintain organized filing systems (physical and digital) in accordance with retention policiesProcess invoices, expense reports, and basic financial documentationCoordinate office supplies, vendor relationships, equipment maintenance, and IT support Support data entry for donor and stakeholder contact info and meetingsEnsure work environment remains professional, welcoming, and well-organizedProject Management and Systems Development (15%)Serve as Asana system administrator, maintaining project structures, templates, and organizational best practices while training staff and supporting adoptionDevelop and document standard operating procedures for recurring tasks and organizational processesIdentify opportunities to streamline workflows, improve efficiency, and recommend new tools or systems to support organizational growthSupport Executive Director and Director of Advancement with project coordination and facilitate cross-departmental collaborationEvent Coordination and Program Support (10%)Plan and execute internal and external events including donor receptions, ribbon cuttings, planned giving seminars, volunteer events, and community gatheringsCoordinate all event logistics including venue selection, vendor management, catering, registration, day-of coordination, and budgets using Asana for timeline and task managementAssist Executive Director and Director of Advancement with program-related administrative needs and grantmaking, special projects, and deadline-driven deliverablesCross-Functional Support and Organizational Continuity (5%) Provide backup support for gift entry, finance, and all organizational functions, as needed in our small team environmentStep in to assist with urgent priorities across all functions, demonstrating flexibility and adaptabilityMaintain institutional knowledge and serve as a resource for organizational history, processes, contacts, and relationships MINIMUM QUALIFICATIONSRequired QualificationsAt least three (3) years of progressive administrative support experience, preferably in nonprofit or mission-driven organizationsHigh school diploma or equivalentValid California Drivers License and reliable transportation for regional travel to park locations and eventsProven track record of managing complex calendars, competing priorities, and board support functionsExperience 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 WorkspaceExperience handling confidential information and sensitive matters with integrity, discretion, and sound judgement NOTE: An equivalent combination of education, training, and experience which demonstrates the ability to perform the duties of the position may be considered. Preferred QualificationsBachelors degreeDirect experience supporting a Board of Directors or similar governance bodyAsana system administrator or power user experienceEvent planning and coordination experienceDatabase and financial management software skills (Blackbaud similar CRM platforms)Familiarity with parks, conservation, or environmental nonprofit sectorExperience in small nonprofit or startup environments KNOWLEDGE, SKILLS & ABILITIES Knowledge Of:Administrative best practices, scheduling, executive support, and nonprofit operationsProject management fundamentals, workflow optimization, and Asana or similar platformsExpense reconciliation and database management systemsBoard governance principles and meeting procedures Ability To:Manage multiple projects simultaneously with competing deadlines while maintaining attention to detailExercise sound judgment, maintain confidentiality, and communicate clearly with diverse stakeholdersAnticipate needs, identify problems, and propose solutions proactivelyDesign and implement efficient workflows, tracking systems, and standard operating proceduresBuild positive relationships and represent the organization professionally Attributes:Highly organized with strong follow-through and commitment to accuracyProactive, resourceful problem-solver comfortable with ambiguityEntrepreneurial mindset able to build systems from scratch and accomplish goals with limited resourcesFlexible and adaptable, willing to wear multiple hatsSelf-directed and thrives in a small team environmentTech-savvy with innovative mindsetGrowth-oriented and excited to take on increasing responsibilityCollaborative team player with positive, can-do attitudePassionate about parks, public lands, and environmental conservation WORKING CONDITIONS & PHYSICAL REQUIREMENTSHybrid work environment - will work remotely, as well as 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 eventsPrimarily office-based computer work with ability to sit for extended periodsOccasional light lifting and carrying (up to 25 pounds) for event setup and office needsLocal travel within the Bay Area for meetings, events, and park site visits CLASSIFICATION, COMPENSATION & BENEFITSPosition Type: Full-time, permanent, exempt positionSalary range: $85,000 - $100,000, commensurate with experienceBenefits: The Regional Parks Foundation offers a comprehensive benefits package including:Health, dental, and vision insuranceRetirement plan Generous paid time off and holiday scheduleProfessional development opportunitiesFlexible work arrangements TO APPLYPlease submit your resume/cover letter addressing your interest in this role and relevant experience to careers@regionalparksfoundation.org. Applications will be reviewed on a rolling basis until the position is filled. Priority consideration given to applications received by April 20, 2026. 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.
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