Executive Assistant and Board Liaison

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 Library Foundation is seeking reliable administrative assistance.Our ideal candidate is an organized and motivated individual who is looking to be part of a dynamic and professional team, wants the opportunity to work with a high-profile volunteer board, and is passionate about libraries and what they mean to society.

The position will serve as administrative support for the full executive suite’s business needs, including the Chief Executive Officer (CEO), Chief Development Officer (CDO), and Chief Operating Officer (COO).This position ensures the timely and appropriate flow of information to-and-from staff, provides support for routine financial and business processes, and will oversee special projects as needed.This position acts as the primary liaison to the Foundation Board and the public and ensures that office operations run smoothly.

If you thrive on being in the middle of everything, pay great attention to detail, are excited by variety, enjoy working with mission-driven people, and are adept with technology – then this could be the position you’ve been waiting for!

Board Management and Liaison (40%)

Perform tasks requested and directed by the CEO or Board Chair to manage Board operations and ensure well-run meetings, open communications, and strong Board engagement.

• Facilitate and manage all aspects of Board meetings, including communication, scheduling, preparing and distributing meeting materials, and coordinating meeting logistics.
• Coordinate staff and board recognition and engagement activities, including the annual Board & Staff Celebration, milestone acknowledgments, birthday cards, and sympathy/get-well gifts.
• Support the Board and Board committees by scheduling meetings, managing communications, preparing materials, tracking follow-up items, and maintaining official documents.
• Serve as the administrative lead for BoardEffect, maintaining accurate and organized Board records and governance documents, including bylaws, charters, resolutions, meeting records, and other Board-related materials, and ensuring information is current and accessible to Board members.
• Serve as a key administrative point of contact for Board members and support ongoing Board communications and engagement.
• Assist in the recruitment, orientation, and onboarding of new Board members to ensure members are well-informed and supported.

Executive Administrative Coordination (25%)

Provide administrative support to the full executive suite including:

• Scheduling and maintaining CEO, CDO, and COO calendars, coordinating and preparing for meetings, and preparing documents as necessary.
• Supporting administrative needs as assigned by the executive suite.
• Preparing donor/Board profiles, support documents, meeting notes, and follow-up correspondence.
• Support budget administration and expense tracking for executive leadership and organizational activities, including event expenses, quarterly CEO/CDO/COO expenses, mileage reimbursements, and related documentation and reconciliation.
• Exercise discretion, tact, and sound judgment when handling confidential or sensitive information related to executive leadership, the Board, staff, and organizational matters.

General Administrative and Office Management (25%)

• Provide general administrative and clerical support to staff to ensure smooth operations across departments, including serving as the primary point of contact for general inquiries and triaging the office main line and email.
• Maintain office supplies, inventory and ordering, record keeping, and storage of supplies.
• Manage SharePoint platform, oversee room bookings, and arrange catering for meetings as required.
• Establish and maintain professional working relationships with San José Public Library staff, community leaders, elected officials, the public, and others encountered during work.
• Serve as the administrative lead for staff meetings, including coordinating meeting logistics, developing and managing agendas, and supporting meeting preparation and follow-up.
• Manage organizational business accounts, software licenses, and subscriptions, including user access, renewals, account administration, and coordination with vendors as needed (e.g., Microsoft 365, Zoom, and other business platforms).

Events (10%)

• Serve as the point person for event logistics within the team, ensuring smooth coordination and execution.
• Provide support in managing and executing logistics for various external and internal events, including fundraising events, program events, and staff events.

Minimum Qualifications

• Minimum of three (3) years of experience in a direct support role to Senior Leadership including experience providing administrative support to a work group or department and support for executive-level managers. Familiarity with not-for-profit operations is desirable.
• Must be able to work independently with sound judgement, deal with changing situations, and ability to multi-task in a fast-paced environment. This position requires the ability to evaluate urgent, sensitive, and confidential issues with tact and diplomacy.
• Proficiency with CRM and databases, such as Donor Perfect and Monday.com.
• Excellent written communication skills, including proofreading, editing, and document production. Ability to build rapport with a wide variety of constituents and communicate effectively.
• High level of proficiency with Microsoft Office 365 including advanced skill with Outlook, Word, Excel and PowerPoint. Candidates should be able to manage mail mergers, Excel formulas, and be able to facilitate online meetings.
• Outstanding organizational skills including the ability to plan and prioritize work responsibilities and work delegated by others including problem solving and ability to compose correspondence and reports. Ability to manage deadlines with patience and flexibility. Experience coordinating logistics for committees, task forces, or other teams.
• Superior organizational, verbal, written, interpersonal, and communication skills. Ability to communicate effectively with people of diverse personalities, cultures, job titles, and communication styles.
• Ability to follow instructions accurately, work under supervision, and to solve problems effectively.
• Demonstrated ability to manage deadlines, manage competing priorities, and maintain high standards for accuracy and productivity.

About the Organization

Do you love libraries and want to work at one of the most well-known buildings in San José? The San José Public Library is proud to be one of the nation’s best public library systems with 25 branches across the city. Part of its success is owed to the dynamic and committed Library Foundation, which is a separate 501(c)3 established in 1987 by a group of community volunteers who understood that a great library system needed more than public funding. The San José Public Library Foundation (SJPLF) has raised more than $55 million to enhance the Library above and beyond what tax-based funding provides for buildings, programs, collections, and services. The Foundation takes its fundraising direction from the Library’s identification of persistent and emerging community needs. Our mutually respectful and collaborative work will result in more students being prepared for success from kindergarten to college and career; more adults being fully informed and able to participate in civic life; greater access to information in print and digital forms; and for everyone to find the spark that ignites their curiosity, imagination, and wonder.

Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The position requires the ability to sit for sustained periods of time and to sometimes travel throughout the city of San José.The vision requirement includes close vision.The employee is occasionally required to lift 20 pounds.A hybrid working situation will be considered with in-office attendance required at least 60%.

Compensation and Benefits

The compensation and benefits offered reflect the value we place on attracting and retaining a talented team. This is a full-time, exempt, salaried position with a high degree of autonomy.SJPLF provides health, dental, and vision insurance, 401k with matching contribution, and generous paid time off that increases with longevity in addition to 17 paid holidays, among other benefits. Professional growth opportunities available.

SJPLF currently operates in a hybrid working situation with in-office attendance required at least 60%. SJPLF currently operates on a Monday-Friday, hybrid schedule with a minimum of 60% in-office attendance. Occasional evening and weekend work may be required to support fundraising, community, and organizational events.

The San José Public Library Foundation is an equal opportunity employer and is committed to a workplace without discrimination and harassment of any kind.All candidates will receive equal consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, or protected veteran or disabled status.For more information about SJPLF, visit www.sjplf.org.