Executive Coordinator

Job activities include but are not limited to:

• Administrative support for the Executive Office, with a focus on support for the Deputy Executive Director and other key team members.
• Maintains and coordinates the calendar for the Deputy Executive Director and team members for maximum efficiency and time management - aligning scheduling with priorities.
• Oversees meeting schedules, meeting logistics, agendas and documents, travel arrangements, and expenses.
• Drafts correspondence and potentially assists to manage inboxes.
• Completes timesheets, manages submission and approval of expense reports.
• Various other administrative tasks as needed.

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  Assists with org-wide problem solving.
• Identifies problems, collaborates with the Executive team to determine solutions, and ensures they are resolved using tracking systems, communication plans, and/or other project management tools.

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  Screens various inquiries and requests as directed by the Executive Team, particularly the Deputy Executive Director, referring more difficult ones to the appropriate staff. Researches and responds to inquiries, follows up and ensures adequate communication. Often handles inquiries related to sensitive or confidential matters.
• Coordinates communication and information flow among Executive Leadership, Executive Support Staff, Sierra Club members and Board of Directors, as well as with external individuals, officials, and organizations.
• Assists in the planning and coordinating of special events and team meetings as requested. Including meeting logistics, the creation of agendas, preparing materials, taking notes, and tracking follow-up items as needed.
• Conduct various research projects, assists with material compilation and speech preparation as needed.
• Work with Executive Office Support personnel in a team environment to help cover support during vacations, sick leave, and during emergencies.
• Supports other departmental priority projects as time allows, including high level, non-administrative special projects which may require coordination with senior staff and other Executive team leaders throughout the organization.

The successful candidate must have the following skills and experience:

• Project management skills. A successful track record of developing and executing complex project plans in collaboration with various stakeholders. Experience with lateral management and complex and diffuse systems.
• Problem-Solving Skills. Strong analytical and problem-solving abilities to identify issues and collaborate on solutions.
• Ability to handle confidential information. You are comfortable being privy to confidential and/or sensitive information and maintaining strict and absolute confidentiality.
• Highly organized and attentive to detail. You are successful at managing competing priorities, and staying on track to meet deadlines. Ability to maintain and coordinate calendars efficiently, to align scheduling with priorities and manage time effectively.
• Proficiency in Utilizing Innovative Technology: Demonstrated ability to leverage cutting-edge software, tools, and platforms to enhance efficiency, productivity, and outcomes in job responsibilities.
• Reliable, dependable, trustworthy. You follow through on your commitments and responsibilities. Colleagues can depend on you to complete projects and meet deadlines.
• Strong sense of ownership about your work: You use your resources to creatively solve problems and overcome challenges. You take initiative to improve systems and processes in collaboration with your colleagues. You plan ahead and find alternative paths, when needed. You proactively ask for help, anticipate problems, and course-correct where needed. You have a successful track record of taking a concept from idea to implementation.
• Committed to evolution. You are committed to continuously deepening and evolving your own understanding of systems of oppression through study, openness, and humility. And you easily recognize your own relationship to privilege and power, examining and shifting your behaviors as appropriate.
• Uplifting and additive. You see mistakes as opportunities for growth; problems as catalysts for solutions, and inspire others along the journey. You carry a constructive approach, can-do attitude, a sense of humor, and authentic kindness wherever you go.

The strongest candidates will also demonstrate the following experience, skills and competencies:

• Minimum three years of administrative support experience. You have demonstrated success in administrative support, including managing schedules, organizing travel, and planning meetings.
• Experience in utilizing Project Management tools, such as Monday.com or similar, and ability to leverage cutting-edge software, platforms and processes to enhance efficiency.
• Willingness to travel two to four times a year.
• Have strong written and verbal communication skills. You interact cooperatively and effectively with a wide range of constituents including staff, volunteers, and external partners. You communicate with equity and inclusion in mind, and work well with individuals across a diverse range of identities. It is preferred you are comfortable using Google Suite and Microsoft Office tools.
• Experience effectively navigating complex organizational systems, structures and dynamics. Prior experience working within highly dynamic and complex organizations or systems. Ability to work within and improve opaque systems and processes and a high level of comfort with ambiguity.