Community Foundation Sonoma County is thrilled to announce a search for our next colleague, an Executive Assistant/Board Liaison!
At CFSC, our team is made up of people with different strengths, experiences, and backgrounds who share a passion for investing in the promise of Sonoma County. We are deliberate, intentional, and purposeful about the kind of culturally diverse team we are building.
If this position resonates with you, we encourage you to apply!
About Community Foundation Sonoma County
Community Foundation Sonoma County (CFSC) is the hub of philanthropy. We connect people, ideas, and resources to benefit all who live and work here. We invest in the promise of Sonoma County by facilitating:
- Connections: We partner with donors and professional advisors to build resources that create long-term philanthropic solutions.
- Stewardship: We fulfill the charitable legacies of our donors by supporting a diverse cross-section of effective nonprofits.
- Solutions: We convene individual leaders and support dynamic organizations to stimulate innovative ideas, foster collaborations, and strengthen community resilience.
Established in 1983 by a group of local community leaders, CFSC promotes philanthropic growth and supports the long-term sustainability of our nonprofit partners. As a public 501c3 nonprofit, we strengthen Sonoma County through our local knowledge, leveraged philanthropic resources, and inspiration for legacy and estate planning.
Our work is guided by our values statement:
- We know that to create a fair and just community, some may need more to achieve the same.
- We embrace our differences and our common bond.
- We cultivate leaders, supporting them to advocate for their communities and empowering them to create change.
- We promise to tackle tough issues with compassion and courage, choosing humbly to take a step forward instead of resting in the comfort of where we are.
Equal Employment Opportunity
Community Foundation Sonoma County is an equal opportunity employer dedicated to the goal of building a culturally diverse team. All applicants will receive consideration without discrimination on the basis of race, color, religion, gender, national origin, ancestry, age, marital status, pregnancy, medical condition, disability, or sexual orientation.
This is a full-time position that requires a hybrid schedule of remote and office-based work and occasional availability to work outside of standard working hours as needed.
In this role, the Executive Assistant/Board Liaison is responsible for providing high level administrative support to the President & CEO and occasionally other C-level executives. This role serves as liaison to our Board of Directors and its committees, spearheading the taking of minutes and coordinating meetings. This position is often the first impression to key stakeholders, and therefore ensuring effective communication and maintaining professional relationships is highly critical. A successful candidate will be proactive, a self-starter, and able to demonstrate a high degree of courtesy and tact while working with diverse individuals. Skills needed to be successful in this role include diplomacy, discretion, strong interpersonal skills, and exceptional attention to detail. Having a positive attitude is always a big plus for anyone on our team.
Primary Duties and Responsibilities
- Receives, reviews, and screens incoming correspondence, logging of gifts, including telephone and email communications, and uses independent judgement to determine priority attention. Responds to messages and incoming mail independently as appropriate and always demonstrates excellent customer service.
- Maintains confidentiality of all organization, board, and personnel matters.
- Performs complex and confidential administrative functions including developing written correspondence.
- Manages and maintains the President & CEO’s calendar, including scheduling and upcoming commitments and responsibilities, prepares monthly expense and mileage reimbursement reports.
- Provides administrative support to President & CEO with respect to their activities on multiple external boards, advisory committees, task forces, and other committees.
- Arranges and coordinates travel schedule for President & CEO and/or Board members, as needed.
- Greets visitors to the Foundation, coordinates office meeting room space and provides hospitality to visitors.
- Works collaboratively across the organization on behalf of the President & CEO to manage projects and special assignments. Clearly establishes objectives; determines priorities; manages time; earns the trust and cooperation of others; monitors progress; solves problems; and adjusts plans as needed.
- Assists in the preparation of Leadership Team meeting agendas, All-Team meetings, and off-sites.
- Assists in the planning and execution of officewide events such as holiday and social events, team-building initiatives, and supporting President & CEO in preparing for events and meetings.
- Assists in ordering office, workroom, and kitchen supplies and in maintaining office equipment.
- Supports President & CEO activities related to governance, fiscal agency, strategic planning, policy/advocacy, partnership development, communications, and organizational development.
- Performs other tasks as assigned.
Supporting the Board of Directors and Organizational Governance
- Serve as a primary point of contact for Board members, supporting the President & CEO as well as independently managing incoming and outgoing communication as needed and facilitating and coordinating logistics for all Board and Committee-related meetings and events.
- Leverage project management skills to schedule, coordinate and prepare for five or six board meetings per year as well as quarterly meetings for five committees, including the collaborative planning of meeting agendas, preparation and/or coordination of all meeting materials, invitations, tracking of attendance, and venue preparation.
- Support the annual New Board Member orientation and the annual Board of Directors retreat and luncheon.
- Maintains and updates as needed the new Board member orientation manual and onboarding PowerPoint presentation.
- Record and prepare minutes of board and committee meetings as needed, including composition of minutes, tracking of required approvals, and filing of board minutes on-site as mandated.
- Maintains and keeps current Board Conflict of Interest (COI) policy, Board Terms and Board roster.
- Assist Governance Committee in the process of nominating new board member candidates.
- Support adherence to Foundation’s Bylaws, governing policies and committee charters and ensure mandated procedures are being followed; serve as point person for any needed updates.
- Assist the President and Chair of the Board of Directors with coordination and scheduling of meetings.
- This job has no supervisory responsibilities.
Education and/or Experience
- Education: associate or bachelor’s degree preferred.
- Job related experience: Three or more years of administrative experience, a majority of which must have been in a position providing support to a senior executive as well as experience working with boards, committees, or similar groups.
Skills & Qualifications
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.
- Must have a high level of interpersonal skills to handle sensitive and confidential situations. Position demands poise, tact, and diplomacy. Must be able to interact and communicate professionally with diverse individuals at all levels of organizations both internally and externally.
- Position requires continual attention to detail and complete accuracy. Must be able to work in a fast-paced environment, with competing demands.
- A collaborative attitude, flexible disposition, and ability to deal with ambiguity are valuable traits.
- Skilled at network and relationship cultivation and management; highly collaborative with ability to influence and engage coworkers outside of formal level of authority.
- Excellent communication skills, including strong writing skills and spoken communication skills.
- US work authorization (Required)
- Must be able to remain in a stationary position during shift
- Moves items weighing up to 15 pounds
- Hand and wrist dexterity needed to work on a computer
- Visual acuity
- Ability to travel locally
- Medical, Dental and Vision – 100% covered for employee and 60% for qualified dependents
- Life Insurance
- Employer annual contribution to 403b Retirement Plan after one year of service
- Employee Assistance Program (EAP)
- Professional development
- Sick and vacation pay
- Bereavement pay
- 11 Paid Holidays
- Health and Wellness time
- Flexible Summer Fridays
- Hybrid work model (3 days on-site office/ 2 days remote)
- For this position, the salary range is $62,400 – $74,880 depending on experience and qualifications.
How to Apply
Interested candidates should email their resume and a cover letter, with “Executive Assistant/Board Liaison” in the email subject line, to email@example.com. Applications will be accepted on a rolling basis until the position is filled.