Board Liaison & Executive Admin Specialist

San José Public Library Foundation; San Jose (CA); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Hybrid work environment

Job summary

The San José Public Library Foundation seeks an organized administrative assistant to support the CEO, CDO, and COO, ensuring timely information flow and smooth office operations. The role focuses on board liaison, executive coordination, and general administration.

You will manage calendars, prepare materials, track expenditures, and assist with donor profiles and board communications, while upholding confidentiality and professionalism.

Qualifications

• Three years of direct support to Senior Leadership or equivalent experience.
• Experience supporting executive-level managers in a not-for-profit environment is desirable.
• Strong written communication and proofreading skills; ability to produce professional documents.

Responsibilities

• Provide Board management and liaison support, coordinating meetings and materials.
• Coordinate executive calendar, meetings, and travel arrangements as needed.
• Oversee general administrative functions and office operations to keep the organization running smoothly.
• Support events and donor engagement activities, including logistics and coordination with staff and volunteers.

Skills

CRM & databases

Calendar management

Meeting coordination

Written communication

Tools

Donor Perfect

Monday.com

Microsoft 365

Outlook

Word

Excel

PowerPoint

Job description

The San José Public Library Foundation seeks an organized administrative assistant to support the CEO, CDO, and COO, ensuring timely information flow and smooth office operations. The role focuses on board liaison, executive coordination, and general administration.

You will manage calendars, prepare materials, track expenditures, and assist with donor profiles and board communications, while upholding confidentiality and professionalism.