Executive Coordinator, Board of Directors
30+ days ago
Job Title: Executive Coordinator, Board of Directors
Department: Executive Office
Location: Remote, Oakland, CA, or Washington, DC, or Chicago, IL
Reports To: Chief of Staff
Context: At the Sierra Club, we believe in the power of togetherness. Together, we remain committed to the fight for a healthy climate built on a foundation of environmental, racial, economic, and gender justice – a future where all people benefit from a healthy, thriving planet and a direct connection to nature. As the climate crisis and deeply entrenched systemic racism all fuel inequity, we will continue to fight for a bold, transformational agenda that recognizes the interconnectedness between our planet, our humanity, and our democracy. By recognizing that our destinies are tied, we continue to name that all things are fundamentally connected, and the overlap between ecology, race, gender, and representative government will move to either advance our collective humanity or to oppress it.
Sierra Club is comprised of staff across the country and a network of local chapters that support our grassroots engagement. We are also proud to be a unionized employer, with two labor unions representing more than half of our employees.
Scope: The Executive Coordinator to the Board of Directors performs a variety of administrative duties, is responsible for coordinating Board logistics and related meetings, supports the Sierra Club President, and assists in the administration of the Sierra Club annual election. The Sierra Club is seeking a collaborative and equity-driven individual who is committed to modeling and centering organizational Equity Values in their work.
Job activities include but are not limited to:
- Manage logistics of Board meetings and related national volunteer meetings and events, which may be virtual or in person. This will include setting up and managing a digital space (such as Zoom or Google Hangout), or, when in-person events resume, extensive coordination of in-person gatherings by coordinating contracts and logistics with hotels, arranging a conference space with A/V and catering, planning outings and dinners, troubleshooting travel arrangements, and booking transportation.
- Provide administrative support for Board meetings including scheduling, producing agendas, assembling meeting materials, taking and executing official meeting minutes, and coordinating communication. Will be requested to travel to attend in-person Board meetings as the on-site contact for the venue and provide logistical support as needed.
- Provide administrative support for Sierra Club President, including (but not limited to): manage President’s calendar by responding to requests, coordinating availability, corresponding with those requesting the President’s time for details and logistics; review daily priorities to assist President’s efforts to respond promptly to inquiries and organize their work effectively; manage President’s email inbox, drafting and sending correspondence, as directed by the President; manage travel and lodging for the President, both long-term and last-minute arrangements; track and pay invoices and reimbursements for President’s expenses
- Assist General Counsel, as requested, with scheduling, communication, and correspondence.
- Serve as a point of contact for staff, volunteer leaders, members, and the public on Board matters and national policy information.
- Edit, proofread, and distribute Board briefs and memos; keeps electronic documents and webpages up-to-date and organized; handles mailings to Board and related listservs.
- Help to maintain databases and other lists of national leaders, and updates documents of executive, organizational, and historical significance.
- Assist with the annual BOD election.
- Perform accounting and forecasting of Board-related expenses including processing reimbursements and reconciling charges related to Board meetings.
- Provide staff support to volunteer committees as needed, including scheduling meetings, tracking agenda items, sending out agendas and materials, taking minutes, updating Campfire, etc
- Interfaces cooperatively, effectively, and inclusively with key Sierra Club leaders, national staff, chapter staff, volunteers, vendors, and other outside entities.
- Performs miscellaneous or special duties as directed.
The successful candidate must have the following skills and experience:
- Ability to handle confidential information. You are comfortable being privy to confidential and/or sensitive information and maintaining strict and absolute confidentiality.
- Highly organized and attentive to detail. You are successful at managing competing priorities, and staying on track to meet deadlines.
- Problem solver. You use your resources to creatively solve problems, and you proactively ask for help. You take initiative to improve systems/processes in collaboration with your colleagues.
- Reliable, dependable, trustworthy. You follow through on your commitments and responsibilities. Colleagues can depend on you to complete projects and meet deadlines.
- Equity Analysis and Practice. You are aware of your group identities and how they have shaped your life and experiences at work. You have an analysis of how racism and other forms of oppression in society impact relationships, systems and culture. You bring experience and skills for working effectively with colleagues across group identities and position/role.
The strongest candidates will also demonstrate the following experience, skills and competencies:
- Minimum two years of administrative support experience. You have demonstrated success in administrative support, including managing schedules, organizing travel, and planning meetings.
- Willingness to travel for board meetings two to four times a year.
- Have strong written and verbal communication skills. You interact cooperatively and effectively with a wide range of constituents including staff, volunteers, and external partners. You communicate with equity and inclusion in mind, and work well with individuals across a diverse range of identities. It is preferred you are comfortable using Google Suite and Microsoft Office tools.
Overtime Disclosure: Periodic overtime is required for both virtual and in person BOD meetings that often fall on evenings or weekends in February, May, September, and November, and on certain occasions during the annual BOD election in January and February.
Compensation and Benefits
The salary range for this position is $68,000 - $72,000.
The Sierra Club offers a competitive salary package commensurate with skills and experience plus excellent benefits that include medical, dental, and vision coverage, and a retirement savings 401(k) plan.
This is a category 6 non-exempt, non-represented, confidential position.
Sierra Club is a 501(c)(4) non-profit organization. Sierra Club employees are not eligible to participate in the Federal Public Service Loan Forgiveness (PSLF) Program.
Sierra Club values the expertise and talents of foreign nationals. Sierra Club sponsors both nonimmigrant and immigrant visas when certain criteria are met, based on immigration laws and organizational needs. Such sponsorship is at the discretion of the Department Head and Sierra Club Human Resources in consultation with the employee’s manager. The Sierra Club cannot guarantee the approval of a visa petition. The Sierra Club is an equal opportunity employer committed to workforce diversity.
This position does not have an undergraduate education requirement. If you choose to include your education history, please remove your schools from your resume. You may leave your degree (e.g., “B.A. Philosophy”), but please remove any undergraduate and graduate school names.
This anonymous process is aimed at opening this opportunity to more candidates, reviewing applicants on performance assessments and mitigating bias in the decision-making process.
Lastly, we are intentionally not asking for a cover letter, so please do not send one in with your application.
Explore, enjoy and protect the planet.