Coordinator - Executive & Board Operations

OVERVIEW

Sequoia Riverlands Trust (SRT) seeks a highly organized, proactive, and exceptionally dependable Coordinator - Executive & Board Operations to provide high-level administrative, scheduling, and governance support to the Organizational Leadership while serving as the primary staff coordinator for the organization’s Board of Directors and assigned board committees.

This is a mission-critical role that sits at the center of SRT’s executive leadership and governance functions. The Executive & Board Operations Coordinator ensures that the Executive and C-suite are prepared, organized, and able to focus their time on strategic priorities, while also ensuring that board and committee operations are timely, professional, and well managed.

The successful candidate will be a trusted partner who can manage complex calendars, coordinate internal and external meetings, support email and correspondence workflows, prepare agendas and board packets, record and finalize meeting minutes, track follow-up items, and maintain organized systems for board and executive operations. This role requires sound judgment, strong written communication, excellent attention to detail, and the ability to handle sensitive and confidential information with discretion and professionalism.

The ideal candidate is calm under pressure, highly responsive, solutions-oriented, and able to anticipate needs before they arise.

ESSENTIAL FUNCTIONS

Executive Leadership Support

Provide high-level administrative and coordination support to the executive and c-suite to maximize leadership effectiveness and ensure strong internal and external follow-through.

Calendar & Scheduling Management

• Manage and maintain complex and dynamic calendars for the executive and c-suite, including internal leadership meetings, board and committee meetings, donor and partner meetings, staff meetings, travel, and event-related commitments.
• Prioritize and coordinate scheduling requests with an understanding of organizational priorities, urgency, and strategic value.
• Proactively identify conflicts, gaps, overbooking risks, and preparation needs, and recommend solutions.
• Schedule and confirm meetings, prepare invitations, coordinate logistics, and ensure leaders are fully briefed and prepared.

Executive Coordination & Workflow Support

• Track and help manage executive action items, deadlines, and follow-up arising from meetings, strategic initiatives, board discussions, and external commitments.
• Prepare and organize briefing materials, agendas, talking points, background documents, and meeting support materials for the executive and c-suite.
• Draft, edit, proofread, and format professional correspondence, internal communications, meeting notes, and other executive documents.
• Support travel coordination, itineraries, and logistics as assigned.
• Help maintain efficient systems for executive files, recurring workflows, and document organization.

Email & Communications Support

• Monitor and help manage executive and c-suite email workflows as assigned, including triaging messages, flagging priority items, drafting responses, and ensuring timely follow-up on routine or delegated matters.
• Respond to select inquiries on behalf of the executive and c-suite when appropriate and authorized.
• Ensure professional, timely, and well-organized communication with board members, donors, partners, consultants, and other key stakeholders.

Board & Governance Administration

Serve as the primary staff coordinator for the Board of Directors and assigned board committees, ensuring governance operations are well organized, timely, accurate, and professional.

Board & Committee Meeting Coordination

• Develop and maintain the annual calendar for board meetings, board committee meetings, retreats, and special meetings in partnership with the ED, Board Chair, committee chairs, and relevant staff.
• Schedule and coordinate all logistics for board and committee meetings, including virtual and in-person arrangements, invitations, reminders, materials deadlines, and follow-up.
• Support board leadership and senior staff in ensuring meetings are well planned and effectively sequenced.

Agendas, Board Packets & Meeting Materials

• Coordinate with staff to collect, compile, format, proofread, and finalize agendas, reports, resolutions, and supporting documents for board and committee meetings.
• Prepare and distribute polished, complete, and timely board packets and committee packets.
• Maintain consistent formatting, organization, and quality control for all board materials.
• Ensure materials are distributed in accordance with agreed timelines and organizational standards.

Minutes, Records & Governance Documentation

• Attend board and committee meetings as assigned and prepare clear, accurate, and timely minutes.
• Finalize and distribute draft and approved minutes in coordination with leadership and board officers.
• Maintain organized and accessible governance records, including agendas, packets, minutes, board rosters, committee rosters, resolutions, calendars, and related materials.
• Support board member onboarding and transitions by maintaining current records, contact information, and access to key materials.
• Help strengthen and maintain reliable systems for board administration and document retention.

Cross-Functional Coordination & Special Projects

Support the smooth functioning of leadership-related operations across the organization.

• Coordinate scheduling and logistics that involve executive leadership, board members, major donors, consultants, funders, and strategic partners.
• Support internal meeting coordination across departments, especially where executive leadership involvement is required.
• Assist with planning and logistics for leadership meetings, staff retreats, board retreats, strategic planning sessions, and other special convenings.
• Provide administrative and coordination support for special projects led by the executive and c-suite.
• Provide occasional support for donor stewardship, campaign, or event logistics where executive participation or board engagement is involved.

SUPERVISION

• The position is a member of the Shared Services team and reports to the Executive Director

DESIRED SKILLS & ATTRIBUTES

• Minimum of 2-4 years of progressively responsible experience in executive support, board administration, nonprofit operations, office management, or a related administrative coordination role.
• Demonstrated success supporting senior leaders with complex calendar management, meeting coordination, and competing priorities.
• Experience supporting a board of directors, board committees, or governance processes, including agendas, board packets, minutes, and board communications OR similar in a for-profit environment.
• Excellent organizational skills with exceptional attention to detail and follow-through.
• Strong written communication skills, including drafting professional emails, correspondence, meeting notes, and polished administrative documents.
• Strong judgment and ability to manage sensitive, confidential, and high-stakes information with discretion.
• Ability to work independently, anticipate needs, solve problems, and adapt quickly in a dynamic nonprofit environment.
• High proficiency with Google Workspace and/or Microsoft Office, especially calendar management, email, document formatting, and file organization.
• Strong interpersonal skills and ability to work effectively with executives, staff, board members, donors, and external partners.

Preferred

• Experience working in a nonprofit organization, philanthropic organization, or mission-driven environment.
• Experience directly supporting an Executive Director, CEO, and or C-suite, Development/Fundraising executive, or senior leadership team.
• Familiarity with board portals, governance platforms, or secure shared document systems.