Overview

  Board Administrator

Starting salary range: $80,000.00 – $89,600.00/annually

Full-Time, Exempt

This is an in-office position. Requires in-office work five (5) days per week.

Only applicants who reside in California will be considered. 

***CCF IS A MANDATORY COVID-19 VACCINATION EMPLOYER***

Job Summary: This position manages the Board of Directors of the Foundation, ensuring the Board is effective and efficient, providing all necessary support for board meetings and events, preparing all board-related reports and correspondence, providing staff support when deemed appropriate for external committees and commissions on which Foundation Executives serve.

Key Job Responsibilities and Duties:

  • Board Administration: Prepares schedule, agenda, memorandums and logistical arrangements for board and committee meetings. Receives and initiates written and oral communication with board members, including meeting notices, staff reports, events and/or publications information, responds to requests and correspondence on behalf of President & CEO. Attends Board meetings and takes or arranges for meeting minutes, prepares them in a timely manner and in accordance with the bylaws and format and style preferred by the Board Chair and President & CEO. Maintains the Foundation’s board files, determining the best system for quick recovery and response to any public request for documents consistent with IRS and other government public notice and access requirements. Respond to all Director requests and when appropriate, refer to appropriate staff and ensure timely response through follow-up and tracking systems.
  • Compliance & Reporting: Ensure compliance with laws, regulations, Foundation Bylaws and Board Resolutions. Collect and arrange data from committees and departments for internal and external reports and inquiries. Respond to inquiries for data in accordance with regulations, transparency and confidentiality standards, and Community Foundation National Standards. Works as a member of interdepartmental teams to complete applications for Community Foundation National Standards, Foundation Surveys and other requests for Board data. 
  • Membership Organizations: Provides staff support for Foundation membership of Larger Community Foundations, League of California Community Foundations, and other organizations the Foundation is an organizational member of. Coordinate with executive office staff and other departments to ensure the effective and efficient management of organizational memberships.
  • Communication: Maintains and tracks lines of communication between board members, advisory members, and staff to ensure queries are addressed in a timely manner. Notifies and tracks attendance of appropriate staff of board meetings and events.
  • President & CEO & Director Support: Provides staff support when deemed appropriate for external boards, commissions and special projects on which the President & CEO serves. Assists President and Directors with development-related activities and specific preparation of material for speeches and public presentations.
  • Event Support: Plans and coordinates all board and committee meetings. Provides support for key internal briefings, relationship-building, and stewardship events.
  • Office Coordination: Coordinates with executive office staff on absences and other leaves to ensure that the office is always covered and that phones are answered in a timely manner. Coordinates with executive office staff and ensures that the President & CEO calendar is always current and consistent with all appointments/meetings. 
  • General: As appropriate, assists other departments and works as a member of interdepartmental teams to ensure the effective and efficient operations of CCF. At all times, demonstrates cooperative behavior with supervisors and coworkers. Other duties as assigned, dependent on organizational needs and employee skills.

Teamwork/Customer Relations Responsibilities:

  • Establishes effective working relations with cross functional team(s).
  • Contributes to a high performing/positive team culture.
  • Shares knowledge, time, and expertise to assist other members of team.
  • Timely and accurately responds to requests and inquiries from across Foundation.
  • Demonstrates “can do” attitude as priorities shift.

Disclaimer: This description should not be construed to contain every function or responsibility that may be required to be performed by an incumbent in this job classification. This job description is intended to be general and will evolve over time. The description is subject to periodic updating. At management’s discretion, the employee may be assigned different or additional duties from time to time.

Job Qualifications:

Education: Bachelor’s degree required

Work Experience: 

  • 5 years of project management and/or experience staffing a CEO/C-Suite Executives, public/civic officials, or public policy leaders is required
  • Experience working with board of directors and/or donors is highly preferred

Driver’s License: A valid driver’s license is required for this position

Skills, Knowledge & Abilities:

  • Communication Skills: Superior interpersonal and verbal communication skills. Excellent customer service skills. Ability to interact well with all levels in an organization, donors, and grantees, and to work as a productive team member. Ability to compose correspondence and basic reports, knowledge of proper English, grammar and punctuation and the ability to edit documents. Knowledge of a variety of writing styles and formats. Knowledge of parliamentary procedure and recording thereof. Ability to type 75 wpm and take shorthand/fast notes is preferred. Fluency in oral and written Spanish is preferred. 
  • Technology Skills: Internet competency and strong computer proficiency, including mastery of the Microsoft Office software suite and a familiarity with database software, is required. Working knowledge of Blackbaud software preferred, with a willingness and ability to learn appropriate database, spreadsheet, and other computer programs.
  • Project Management Skills: Strong organizational skills and attention to detail.  Ability to prioritize work, anticipate the needs of a busy executive, and adjust to multiple demands with minimal supervision. 
  • Teamwork & General Skills: Ability to work well independently and as a team member. Ability to take initiative and follow tasks through to completion. Ability to lead a team toward CCF’s goals, leveraging each team member’s skill set.   Strong ability to maintain the integrity of confidential information.  Professional appearance and demeanor.
  • Judgment and Discretion: Skill in determining matters of importance and information of use to the executive, exercising initiative in accomplishing any related tasks or referring the rest. Ability to refer, give, deny, or ask for information in a tactful and friendly manner and to be discreet in giving information about the President/CEO’s plans and actions to anyone. Ability to keep information confidential.

Working Conditions:

  • Requires the ability to sit and work at a desk for several hours at a time.
  • Requires the ability to travel and attend meetings, presentations, and events outside the office, which may require occasional use of a motor vehicle for transportation to other locations. Due to the nature of external appointments, and/or responsibilities requiring travel to locations not easily accessible by public transportation, driving is an essential job responsibility for this position.
  • This position requires you to be available to speak with clients and/or others while away from the office and/or with clients and/or others located in other time zones outside Foundation business hours.
  • Work may require occasional weekends and/or extended workday.
  • Punctuality and satisfactory attendance are essential functions of the job.