Executive Administrator/Operations Coordinator

Save Oceanside Sand is seeking a self starting highly organized and motivated Executive Administrator / Operations Coordinator. This Position is a remote (work from home) and will serve as a central coordination point for the organization, ensuring that meetings, communications, projects, and initiatives move forward efficiently. The position supports the CEO, Board of Directors, committees, volunteers, and partners in carrying out SOS’s mission and strategic priorities. The ideal candidate will bring experience with nonprofit organizational workflows, strong administrative and project coordination skills with a proactive forward-leaning mindset.

Key Responsibilities

Executive Support

• Provide administrative and coordination support to the CEO.
• Manage executive scheduling, meeting logistics, and correspondence.
• Prepare agendas, briefing materials, and follow-up summaries for meetings.
• Assist in tracking priorities, action items, and project timelines.

Board and Governance Support

• Coordinate meetings of the SOS Board of Directors and committees.
• Prepare and distribute meeting materials, agendas, and minutes.
• Maintain board records and governance documentation.
• Track board action items and follow-up tasks.

Organizational Coordination

• Assist with day-to-day coordination of SOS operations and activities.
• Maintain document management and internal file systems.
• Support coordination between committees, leadership, and volunteers.
• Track key organizational priorities, deadlines, and deliverables.

Advocacy and Program Support

• Assist in coordinating advocacy initiatives and government engagement activities.
• Support preparation and distribution of letters, testimony, and policy communications.
• Track project milestones, regulatory developments, and funding opportunities related to SOS priorities.
• Maintain records of advocacy actions and outcomes.

CRM and Supporter Database Management

• Manage and maintain the organization’s CRM system and supporter database.
• Ensure accurate tracking of donors, volunteers, partners, and community supporters.
• Maintain contact records, engagement history, and communication lists.
• Generate lists and reports to support fundraising, advocacy, and outreach campaigns.

Volunteer Coordination

• Assist with recruitment and onboarding of volunteers.
• Maintain a database of volunteer contacts and interests.
• Coordinate volunteer participation for community events, outreach activities, and advocacy initiatives.
• Support communication and scheduling for volunteer activities.

Communications and Community Engagement

• Assist with preparation and distribution of newsletters and organizational updates.
• Maintain stakeholder contact lists and communication databases.
• Help coordinate community meetings, outreach events, and educational
• activities.

Development and Partnership Support

• Assist with donor communications and fundraising coordination.
• Maintain records of donors, partners, and supporters within the CRM.
• Support coordination of meetings and communications with partner organizations and community stakeholders.

Administrative Systems

• Coordinate meeting logistics, event scheduling, and organizational calendars.
• Maintain digital file systems and administrative records.
• Support coordination with accounting and financial administration services as needed.

Qualifications

• Experience working with nonprofit organizations or mission-driven institutions
• Familiarity with CRM systems and supporter database management
• Understanding of nonprofit operations and board governance processes
• Strong organizational and project coordination skills
• Excellent written and verbal communication abilities
• Ability to manage multiple priorities and deadlines
• Proficiency with tools such as Google Workspace, Microsoft Office, CRM systems, and collaboration platforms

The ideal candidate is:

• Highly organized and detail-oriented
• Proactive and forward-leaning
• A strong communicator with professional presence
• Mission-driven and interested in environmental and community issues
• Collaborative, resourceful, and solution-oriented
• Comfortable interacting with community leaders, partners, volunteers, and public Officials

Why This Role Matters

The Executive Administrator / Operations Coordinator helps ensure that Save Oceanside Sand operates efficiently while advancing its work to restore and protect Oceanside’s beaches. By supporting leadership, managing key organizational systems, coordinating volunteers, and assisting with advocacy and community engagement efforts, this role strengthens SOS’s ability to serve as a trusted voice for coastal resilience and beach restoration.

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Oceanside, CA 92052

Salary : $60,000 - $70,000