Executive & Operations Coordinator

Job Summary

The Executive & Operations Coordinator provides administrative support to the Executive Director and manages key administrative functions related to financial operations, payroll, donor data, and board governance. This position serves as an important link between day-to-day organizational activity and CRITI’s external bookkeeper by ensuring financial documentation is complete, accurately coded, organized, and submitted in a timely manner.

The position also maintains donor and meeting information in CRITI’s CRM, prepares routine donor correspondence and reports, supports the Executive Director’s calendar and meeting preparation, and maintains board records and materials.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple administrative systems while handling confidential financial, donor, personnel, and board information with discretion.

Key Responsibilities

Financial & Payroll Administration

• Collect, organize, code, and class receipts, invoices, credit card documentation, check information, and other financial records for submission to the organization’s bookkeeper.
• Maintain complete and organized monthly financial documentation and ensure required backup documentation is available for bookkeeping and grant purposes.
• Coordinate accounts payable documentation, employee reimbursements, recurring payments, and bill payment preparation.
• Serve as the administrative liaison with the organization’s bookkeeper, responding to documentation requests and helping resolve missing or incomplete information.
• Manage payroll administration, including collecting and reviewing timesheets, PTO information, payroll changes, and other information required for accurate and timely payroll processing.
• Maintain organized payroll and related administrative records.
• Assist with grant financial documentation, reimbursement requests, invoice support, and recordkeeping as assigned.
• Support year-end, audit, and financial review processes by gathering and organizing requested documentation.

Donor CRM & Development Administration

• Maintain accurate and complete donor, prospect, corporate, foundation, and community partner records in CRITI’s donor CRM.
• Enter gifts, pledges, contact information, meeting notes, correspondence, follow-up activities, and other relationship data into the CRM.
• Enter meeting information and notes provided by the Executive Director and maintain accurate records of donor and community engagement.
• Generate donor lists, giving histories, mailing lists, campaign reports, outstanding pledge reports, and other CRM reports as requested.
• Prepare, print, and mail routine donor acknowledgements, tax receipts, pledge reminders, and other correspondence.
• Maintain accurate donor records and assist with regular database cleanup and data quality.

Executive & Meeting Support

• Assist with management of the Executive Director’s calendar, scheduling, and meeting coordination as needed.
• Prepare meeting materials, background information, reports, correspondence, presentations, and other documents needed by the Executive Director.
• Maintain organized records of key meetings, contacts, commitments, and follow-up items.
• Assist with tracking deadlines and administrative follow-up resulting from meetings and organizational commitments.

Board & Governance Administration

• Prepare and distribute board and committee meeting materials, including agendas, reports, presentations, and board packets.
• Maintain CRITI’s board dashboard and ensure information is current and organized.
• Maintain board rosters, terms, attendance records, conflict-of-interest documentation, minutes, and other governance records.
• Coordinate board and committee meeting logistics and calendars.
• Maintain organized electronic records of board and committee materials.

Qualifications & Core Competencies

• Associate degree or equivalent combination of education and relevant experience required; Bachelor’s degree preferred.
• Three or more years of experience in administrative operations, executive support, bookkeeping administration, payroll administration, donor database management, or a related field.
• Strong proficiency with Google Workspace and Microsoft Office, particularly Excel.
• Experience working with donor database/CRM systems; experience with Little Green Light preferred.
• Experience with QuickBooks or similar accounting software and payroll systems preferred.
• Exceptional organizational skills and attention to detail, with the ability to maintain accurate records across multiple systems.
• Strong written and verbal communication skills.
• Ability to prioritize competing responsibilities, meet deadlines, and work independently.
• Sound judgment and discretion when handling confidential financial, payroll, donor, personnel, and board information.