Executive & Institutional Affairs Coordinator

Dominican School of Philosophy & Theology; San Francisco (CA); On-site; USD 75,000 - 85,000; Full time

Benefits offered by this job

Medical & dental plan

Paid vacation, sick days, & holidays

403(b) contribution

Continuing education opportunities

Job summary

Dominican School of Philosophy & Theology in Berkeley, CA seeks an Executive & Institutional Affairs Coordinator to provide high-level administrative support to the President and senior officers, coordinating institutional activities and serving as a link among the Board, faculty, staff, students, and external partners.

This role requires initiative, discretion, organization, and independent follow-through.

Qualifications

• Bachelor’s degree or equivalent combination of education and relevant experience.
• Significant experience in administrative coordination, executive support, event management, institutional affairs, or a related field.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple projects and competing priorities while meeting deadlines.
• Strong written and verbal communication skills.
• Ability to exercise sound judgment, discretion, and confidentiality.
• Demonstrated ability to work independently and take initiative.
• Strong interpersonal skills and the ability to work effectively with individuals occupying a wide range of roles and levels of responsibility.
• Proficiency with common office productivity tools, including Microsoft Office, Sharepoint, etc.

Responsibilities

• Provide proactive administrative and organizational support to the President, helping to manage priorities and fulfill institutional responsibilities effectively.
• Drafting agendas, briefing materials, correspondence, and other documents for the President.
• Conduct research and gather information on matters assigned by the President and other DSPT Officers.
• Assist with preparation of reports, presentations, proposals, and other institutional documents.
• Maintain appropriate confidentiality regarding sensitive institutional, personnel, student, financial, and other matters.
• Anticipate administrative needs and identify opportunities to optimize the President’s effectiveness and efficiency.
• Coordinate the planning and execution of major DSPT events, including lectures, conferences, convocations, and academic ceremonies.
• Develop event timelines, task lists, budgets, and logistical plans that unify the efforts of the entire staff.
• Oversee event setup, execution, and follow-up.
• Ensure that events are conducted professionally and in a manner consistent with DSPT’s mission and institutional character.
• Evaluate events after completion and recommend improvements for future activities.
• Serve as a principal administrative liaison between the President and the DSPT Board of Directors.
• Coordinate meetings of the Board, including scheduling, communications, agendas, meeting materials, logistics, and follow-up.
• Assist with preparation and distribution of meeting materials and other communications.
• Support orientation and onboarding activities for new Board members as assigned.
• Help coordinate special meetings, retreats, receptions, and other activities involving the Board.
• Provide administrative and project support to other DSPT staff and faculty as needed, particularly when institutional activities require coordination across functional areas.
• Facilitate student support by, e.g., posting information and connecting students with other internal and external resources.
• Help coordinate communications and activities that involve multiple members of the DSPT community.
• Provide backup administrative support during periods of staff absence or unusually high workload.
• Assist with projects related to accreditation, institutional planning, development, communications, recruitment, or other areas as assigned.
• Contribute to a collaborative and service-oriented administrative culture within DSPT.
• Assist the President with professional correspondence and communications with constituents, including the DSPT College of Fellows.
• Draft, edit, and format correspondence, invitations, announcements, and other communications as assigned.
• Ensure that communications and event materials are accurate, timely, professional, and consistent with DSPT’s institutional identity.

Skills

Administrative coordination

Executive support

Event management

Institutional affairs

Confidentiality

Communication

Time management

Education

Bachelor’s degree

Equivalent combination of education and experience

Tools

Microsoft Office

SharePoint

Job description

Location: Dominican School of Philosophy & Theology, Berkeley, California

Modality: In-person only.

Position Summary

The Executive & Institutional Affairs Coordinator provides high-level administrative and organizational support to the President and other Administrative Officers (Academic Dean and CFO) of the Dominican School of Philosophy & Theology (DSPT) and helps ensure the effective coordination of the School’s institutional activities. The position serves as an important link among the President, Board of Directors, College of Fellows, faculty, staff, students, and external partners.

This position requires a high degree of initiative, discretion, organization, and sound judgment. While working closely with the President, the Coordinator is expected to manage assigned responsibilities independently, anticipate needs, follow projects through to completion, and ensure that important institutional activities receive appropriate attention and follow-through.

The Coordinator also plays a central role in planning and executing DSPT events and provides administrative and operational assistance to other members of the DSPT staff as needed. The position is particularly well suited to an individual who enjoys strategic planning and contributing to the effective functioning of a small, mission-driven institution.

This is an independent coordinator role. The position is not intended to be limited to performing tasks assigned by the President. Rather, the Coordinator is expected to take ownership of assigned areas of responsibility, establish effective systems, anticipate needs, and ensure that projects and activities move forward. Because DSPT is a small institution, the position requires flexibility and a willingness to assist wherever needed. The successful candidate will be someone who combines strong administrative discipline with a genuine interest in the people, mission, and institutional life of DSPT.

Essential ResponsibilitiesSupport to the President

• ·Provide proactive administrative and organizational support to the President, helping to manage priorities and fulfill institutional responsibilities effectively.
• ·Drafting agendas, briefing materials, correspondence, and other documents for the President.
• ·Conduct research and gather information on matters assigned by the President and other DSPT Officers.
• ·Assist with preparation of reports, presentations, proposals, and other institutional documents.
• ·Maintain appropriate confidentiality regarding sensitive institutional, personnel, student, financial, and other matters.
• ·Anticipate administrative needs and identify opportunities to optimize the President’s effectiveness and efficiency.

Event Planning and Management

• ·Coordinate the planning and execution of major DSPT events, including lectures, conferences, convocations, and academic ceremonies.
• ·Develop event timelines, task lists, budgets, and logistical plans that unify the efforts of the entire staff.
• ·Oversee event setup, execution, and follow-up.
• ·Ensure that events are conducted professionally and in a manner consistent with DSPT’s mission and institutional character.
• ·Evaluate events after completion and recommend improvements for future activities.

Board of Directors

• ·Serve as a principal administrative liaison between the President and the DSPT Board of Directors.
• ·Coordinate meetings of the Board, including scheduling, communications, agendas, meeting materials, logistics, and follow-up.
• ·Assist with preparation and distribution of meeting materials and other communications.
• ·Support orientation and onboarding activities for new Board members as assigned.
• ·Help coordinate special meetings, retreats, receptions, and other activities involving the Board.

Institutional Coordination and Staff Support

• ·Provide administrative and project support to other DSPT staff and faculty as needed, particularly when institutional activities require coordination across functional areas.
• ·Facilitate student support by, e.g., posting information and connecting students with other internal and external resources.
• ·Help coordinate communications and activities that involve multiple members of the DSPT community.
• ·Provide backup administrative support during periods of staff absence or unusually high workload.
• ·Assist with projects related to accreditation, institutional planning, development, communications, recruitment, or other areas as assigned.
• ·Contribute to a collaborative and service-oriented administrative culture within DSPT.

Communications and External Relations

• ·Assist the President with professional correspondence and communications with constituents, including the DSPT College of Fellows.
• ·Draft, edit, and format correspondence, invitations, announcements, and other communications as assigned.
• ·Ensure that communications and event materials are accurate, timely, professional, and consistent with DSPT’s institutional identity.

• ·Salary commensurate with experience in the range of $75,000-85,000
• ·Comprehensive benefits package including medical & dental plan; paid vacation, sick days, & holidays; 403(b) contribution; continuing education opportunities.

Qualifications

Required

• ·Bachelor’s degree or equivalent combination of education and relevant experience.
• ·Significant experience in administrative coordination, executive support, event management, institutional affairs, or a related field.
• ·Exceptional organizational skills and attention to detail.
• ·Ability to manage multiple projects and competing priorities while meeting deadlines.
• ·Strong written and verbal communication skills.
• ·Ability to exercise sound judgment, discretion, and confidentiality.
• ·Demonstrated ability to work independently and take initiative.
• ·Strong interpersonal skills and the ability to work effectively with individuals occupying a wide range of roles and levels of responsibility.
• ·Proficiency with common office productivity tools, including Microsoft Office, Sharepoint, etc.

Preferred

• ·Experience working in a nonprofit, higher education, religious, or mission-driven organization.
• ·Experience supporting an executive, board of directors, governing body, or advisory board.
• ·Experience planning and managing institutional events.
• ·Familiarity with Catholic higher education or the Dominican intellectual tradition.
• ·Experience working in a small organization where flexibility and willingness to assist across functional areas are essential.