Executive Operations Coordinator

SUMMARY

The Executive Operations Coordinator provides high-level administrative, operational, and strategic support to the President/CEO, Senior Leadership Team, and Board of Directors. This role is central to ensuring the effective coordination of executive operations, board governance, and donor engagement activities.

DIRECT RESPONSIBILITIES

Executive & Leadership Support

· Manage complex and dynamic calendars for the President/CEO and support Senior Leadership Team scheduling needs.

· Coordinate travel, meeting logistics, agendas, and briefing materials.

· Prepare, review, and edit correspondence and materials on behalf of executive leadership.

· Research, prioritize, and respond to sensitive or high-level requests.

· Support Senior Leadership Team meetings, all-staff meetings, and internal communications, including preparing agendas and recording minutes.

· Track department expenses, timekeeping, and administrative processes.

Board Relations & Governance

· Serve as primary liaison for Board of Directors, providing scheduling, communication, and administrative support.

· Coordinate all Board and committee meetings, including logistics, materials, and minutes.

· Maintain Board portal, records, and governance documentation in compliance with bylaws and regulatory standards.

· Support Board recruitment, onboarding, orientation, and annual documentation processes.

· Track Board terms, engagement, and demographics to support governance planning.

· Coordinate Board participation in organizational and fundraising events.

Fundraising & Donor Engagement

· Support the Development Team in executing fundraising strategies to meet revenue goals.

· Cultivate and maintain relationships with individual and corporate donors.

· Conduct donor research and support donor cultivation planning.

· Assist with sponsorship outreach and donor stewardship activities.

· Develop and distribute donor communications in alignment with branding and organizational standards.

Events & Campaign Management

· Assist in leading, planning and execution of fundraising and stewardship events.

· Assist in managing event logistics, including venue selection, contracts, catering, marketing, registration platforms, and audiovisual production.

· Assist with event communications, invitations, and guest engagement strategies.

· Support event committees and ensure successful onsite execution.

Donor Operations & Data Management

· Document contacts in donor database (e.g., Salesforce), including gift processing, reporting, and list generation.

· Draft and process donor acknowledgements, tax receipts, and stewardship materials.

· Manage development email campaigns and mass communications.

· Ensure accuracy, integrity, and confidentiality of donor and organizational data.

Grants, Projects & Cross-Functional Support

· Support grant development through research, data analysis, budgeting, and narrative preparation.

· Participate in donor and funder meetings, interviews, and reporting processes.

· Support special projects for executive leadership and development initiatives.

· Collaborate across departments to support organizational priorities.

Administrative Operations

· Oversee administrative services, including mail distribution, reception coordination, and internal systems.

· Maintain contracts, files, and organizational documentation.

· Support process improvements to increase efficiency and service quality.

· Assist with staff engagement activities and internal events.

Other Requirements

· Commitment to the organization’s mission, values, and culture

· Exceptional organizational skills and attention to detail

· Strong written and verbal communication skills with professionalism and diplomacy

· Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

· High level of discretion with confidential and sensitive information

· Ability to work independently and collaboratively across teams.

· Strong relationship-building skills with diverse stakeholders (donors, board members, and staff)

· Willingness to travel and work flexible hours as needed.

· Completes other special projects and department deliverables as assigned by members of the senior leadership team. Works with all departments in a positive, supportive, and collaborative team manner.

· Actively participates in the Accreditation process to ensure compliance with Elements of Performance (EOP), medical standards and guidelines (MS&G) and all other state and federal regulations.

· Participates in supporting grants and donations to fund services and projects at the affiliate, through work like, but not limited to program narratives, budgets, data queries, analysis, and participation in interviews with grantors and meetings with donors.

· Actively participates in training, orientating and cross training co-workers, managers and staff on processes and procedures in compliance with PPAZ standards and guidelines.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

· Bachelor’s degree in nonprofit management, business administration, communications, public administration, or related field required (or equivalent experience)

· 3–5 years of progressively responsible experience in administrative support, development, or executive support roles

· Experience supporting senior executives and/or boards of directors, including meeting coordination and governance support.

· Experience in fundraising, donor relations, or development operations preferred

· Experience planning and executing fundraising or stewardship events.

· Experience with CRM systems (e.g., Salesforce) and data management/reporting

· Experience coordinating complex schedules, travel, and logistics in a fast-paced environment.

· Familiarity with grant support (research, reporting, or writing) preferred.

· Knowledge of nonprofit governance (e.g., Robert’s Rules) or willingness to learn

· Notary Public certification or willingness to obtain preferred.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business communication and financial information. Ability to extract, format reports and draft business correspondence. Capacity to effectively present information and respond to questions from donors, managers, employees.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists and time is a factor. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid driver’s license

Insurable driving record

Salary : $60,320 - $65,520