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About the Role

The Executive Support Coordinator provides high-trust, senior-level administrative support to the Leadership Team and Board of Directors, and coordinates organizational operations. This role supports a welcoming and efficient office environment, requiring strong judgment, discretion, and a proactive approach to improving organizational processes and fostering an inclusive culture.

Responsibilities

• Serve as the primary executive support coordinator to the Leadership Team, managing calendars, scheduling, and meeting logistics.
• Coordinate domestic travel, hotel, conference registration and related arrangements for the Leadership Team, President Emeritus, and Directors.
• Prepare and process expenses and reimbursements accurately and on time using Expensify or similar tools.
• Triage and route incoming requests and communications for the Leadership Team, prioritizing and filtering.
• Draft, manage, and organize sensitive correspondence, files, and communications with excellent judgment and confidentiality.
• Manage the organizational calendar and schedule Leadership Team meetings, all-staff meetings, the docket production calendar, and DEI/HR-related learning sessions.
• Ensure meeting logistics run smoothly, including tech/A/V, rooms, and catering.
• Send reminders and follow up with colleagues to ensure docket deadlines are met.
• Support special projects and time-bound initiatives by coordinating across departments and stakeholders.
• Maintain working knowledge of the organization’s programs, funding priorities, and philanthropic landscape.
• Schedule and manage the annual Board and committee calendar, including preparation timelines, reminders, and key deadlines.
• Assemble and distribute Board and committee meeting materials, ensuring documents are formatted, quality-checked, printed, and delivered on time.
• Coordinate Board and committee meeting logistics (virtual and in-person), including scheduling, prep sessions, room setup, A/V, catering, and guest coordination.
• Partner closely with the VPFO to support communications and workflows for the Audit and Investment Committees.
• Support grants administration, including Board and employee matching grants, volunteer service grants, annual contributions and small community initiative grants.
• Support a welcoming, efficient, and inclusive workplace experience for staff and visitors.
• Coordinate day-to-day office operations, including purchasing and stocking supplies, managing vendors, overseeing maintenance, and handling mail.
• Monitor office operations expenses and track against the office/operations budget.
• Support purchasing and invoice processing as needed.
• Oversee the Operations inbox and general office requests, researching, prioritizing, routing, and tracking items through resolution.
• Act as a staff resource for the suite’s conference room A/V and technology, troubleshooting issues.
• Coordinate with Front Desk Security and building contacts, and support visitor logistics.
• Conduct annual safety inspections and coordinate any compliance, training, or remedial actions.
• Maintain appropriate documentation and follow-through for safety and compliance.

Requirements

• 5-7 years of experience supporting C-level executives, ideally within a mission-driven, nonprofit, or philanthropic organization.
• Demonstrated commitment to positive social change and alignment with the organization’s mission.
• Absolute integrity, sound judgment, and the ability to handle sensitive and confidential matters with discretion.
• Exceptional interpersonal and communication skills; ability to build trusted relationships across staff, board members, grantees, and external constituents.
• Strong organizational, analytical, and project management skills with keen attention to detail.
• Ability to manage multiple priorities and support more than one executive.
• Proactive, resourceful, and adaptable problem-solver who can anticipate needs.
• Ability to work quickly and efficiently.
• Ability to independently and collaboratively partner with colleagues in a dynamic environment.
• High emotional intelligence and cultural competency, with demonstrated sensitivity to diverse backgrounds and perspectives.
• Experience fostering cross-departmental collaboration and contributing to a positive, supportive workplace culture.
• Candidates must reside in the San Francisco Bay Area.

Skills

• Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint)
• Experience with Canva
• Experience with Expensify
• Experience with GivingData
• Experience with Egnyte

Location

• San Francisco, California
• Bay Area

Work Type

• Hybrid
• Full-time
• 30 hours per week (possibility of converting to 37.5 hours per week)

Experience Level

• Senior-level

Education Level

• Bachelor’s degree required, or good writing skills and proficiency with numbers.

Salary/Compensations

• $41.04 to $51.32 per hour
• Annualized equivalent of $80,028 to $100,074 (based on a 37.5-hour workweek)

Benefits

• Comprehensive medical, dental, and vision plans
• Paid time off and holidays
• Generous employer-funded 401(a) retirement plan with no employee contribution required
• Mass transit subsidy
• Monthly communications stipend
• Volunteering and matching grant support (after one year of service)

About the Company

• The Evelyn and Walter Haas, Jr. Fund works to advance equality and justice so every person can thrive and live life with dignity and hope.
• Rooted in the Bay Area, the Haas, Jr. Fund is guided by an enduring set of core values: Inclusion, Respect, Collaboration, and Courage.
• The Haas, Jr. Fund focuses on building a fairer, more representative democracy in California; advancing more humane approaches to immigration and expanding opportunities for immigrant youth and families; and making higher education more affordable for lower-income California students.
• Located in downtown San Francisco, the Haas, Jr. Fund has a full-time staff of 15 and assets of approximately $500 million.
• Since its founding in 1953, the Fund has awarded more than $769 million in grants.
• The Haas, Jr. Fund aspires to build an organizational culture that is inclusive, values-driven, and grounded in care for one another and the communities we serve.
• We believe deeply in our staff members, value staff learning, and look for ways to support growth over time.
• We work together to lift up good ideas and diverse perspectives, and we bring passion, gratitude, and a shared sense of responsibility to the opportunity to make a positive difference in people’s lives.