Executive Coordinator

WORKS CLOSELY WITH: ELT members, Board Officers, Directors, Facilities & Partnerships

Coordinator.

WORK ENVIRONMENT: Hybrid, with regular onsite presence required for meetings, Board support,

and executive coordination. Flexibility may be coordinated in advance based on executive and

organizational needs.

JOB SUMMARY: The Executive Coordinator supports the effective functioning of Arden Shore's

executive leadership by providing high-quality administrative coordination, cross-department

follow-through, and organizational support for the Office of the CEO and CEO-sponsored

leadership work.

This role serves as a central coordination hub for executive workflows — ensuring that schedules,

communications, materials, and leadership-driven initiatives move smoothly from planning to

execution. The Executive Coordinator helps translate executive priorities into organized action

while maintaining clarity, professionalism, and responsiveness across the organization.

This is a coordination and execution role.

KEY RESULT AREAS:

• Executive and ELT time and attention are protected and well-managed

• Leadership communications and materials are accurate, timely, and organized

• Executive- and ELT-level priorities are tracked and followed through across departments

• Board and committee coordination is consistent, professional, and reliable

• CEO-owned working groups and leadership initiatives function smoothly and predictably

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Executive Administrative Support (Office of the CEO)

• Manage the President & CEO's calendar, scheduling, and meeting logistics, including

internal meetings, external commitments, and travel coordination.

• Provide inbox triage and message prioritization to support timely executive response.

• Prepare, format, proof, and organize documents, presentations, and materials for

executive use.

• Coordinate signature routing, approvals, and follow-through on CEO-driven tasks.

• Maintain organized digital and physical files related to executive operations, governance,

and leadership activities.

1. Executive Leadership Team (ELT) Support

• Support the coordination and effectiveness of the Executive Leadership Team by assisting

with leadership meeting logistics, materials preparation, and follow-up on shared priorities.

• Track ELT-wide action items, deadlines, and deliverables tied to executive decisions and

initiatives.

• Assist ELT members with scheduling, materials, or coordination related to CEO-directed or

organization-wide initiatives.

• Serve as a central coordination point to support alignment and follow-through across

executive functions.

Note: ELT support is coordinated through the Office of the CEO and does not replace individual

administrative support for ELT members.

1. Leadership & Working Group Coordination

• Provide coordination and administrative support for leadership-level working groups, task

forces, and cross-department initiatives sponsored by the Office of the CEO.

• Support meeting logistics, agenda preparation (as directed), materials organization, and

documentation of action items and decisions.

• Track follow-up items, timelines, and deliverables to support execution of executive

priorities.

• Maintain organized records and continuity across working group meetings, even as

membership or focus areas evolve.

• Elevate stalled items, risks, or missed follow-through to the President & CEO as

appropriate.

This role supports the functioning of leadership and working groups but does not set strategy, make

decisions, or own outcomes.

1. Board & Governance Coordination

• Coordinate logistics and materials for Board and committee meetings, including agendas,

packets, calendars, and supporting documentation.

• Track Board and committee deadlines, action items, and follow-up in coordination with

leadership.

• Support preparation of Board communications and governance materials.

• Serve as a point of coordination between executive leadership and Board members for

scheduling and information flow.

1. Executive Communications & Materials Support

• Draft, edit, or polish internal and external communications on behalf of executive

leadership, as appropriate.

• Support preparation of talking points, briefing memos, and background materials for

meetings or events.

• Ensure consistency, clarity, and professionalism in executive-facing communications.

• Assist with correspondence to partners, funders, and stakeholders as directed.

1. Organizational Coordination & Readiness

• Track executive-level priorities and cross-department requests to ensure timely follow-

through.

• Support project timelines by coordinating deliverables, reminders, and status updates.

• Help translate leadership decisions into clear next steps and documented outcomes.

• Provide backup coordination support during high-volume periods, leadership transitions, or

major initiatives.

• Help maintain clarity and flow between the Office of the CEO and the broader organization.

EDUCATION: Open. This position prioritizes relevant professional experience over formal

educational requirements.

EXPERIENCE:

• Experience supporting nonprofit or public-sector executive leadership

• Familiarity with Board governance processes

• Experience coordinating complex schedules or multi-party initiatives

• Bilingual (Spanish/English)

• Highly organized and detail-oriented

• Proactive, reliable, and solutions-focused

• Calm under pressure with strong judgment about escalation

• Strong communicator with respect for boundaries and confidentiality

• Comfortable working behind the scenes to support visible leadership

Arden Shore values demonstrated competence, integrity, and leadership capacity. Candidates with

non-traditional career pathways and deep applied experience are strongly encouraged to apply.

LICENSES & CERTIFICATIONS: Open. This position prioritizes relevant professional experience over formal educational requirements.

PHYSICAL DEMANDS: The physical demands described are representative of those that must

be met by an employee to successfully perform the essential functions of this job. Reasonable

accommodation may be made to enable individuals with disabilities to perform the essential

functions.

• Prolonged periods of desk and computer work

• Ability to attend onsite meetings and events as needed

• Ability to lift or transport light materials (up to ~20 pounds) occasionally

SUPERVISORY RESPONSIBILITIES: None

JOB REQUIREMENTS:

• Strong executive-level administrative or coordination experience

• Project management or operations coordination experience

• Exceptional organizational, prioritization, and follow-through skills

• Ability to manage sensitive information with discretion and professionalism

• Strong written and verbal communication skills

• Comfort working with multiple stakeholders and shifting priorities