Corporate - Board Liaison & Office Operations Coordinator (Hybrid in Alameda / SF Bay Area)

Benefits

Additional Information

Location: 1 ECA Support Center 1 1301 Marina Village Pkwy 11 Alameda CA 94501 1 This hybrid role (SF Bay/Alameda CA) pays between $30 - 39 an hour DOE. We offer generous benefits and PTO including Medical, Vision, Dental, 401(k) with matching, and so much more! Our Board Liaison & Office Operations Coordinator is a full-time hybrid role that provides administrative and office operations support while serving as a trusted liaison to multiple boards and committees. The Board Liaison plays a key role in keeping governance and administrative operations organized, accurate , and on track. The ideal candidate brings strong judgment, discretion, and follow-through, along with experience supporting nonprofit boards and committees in California. Success in this role requires the ability to manage multiple priorities, build strong working relationships, and provide consistent, high-quality support across board governance, committee coordination, meeting logistics , communications, records, and day-to-day office operations. Our Board Liaison: Serves as liaison to multiple boards and committees, supporting adherence to bylaws, governance requirements, and board best practices. Applies working knowledge of bylaws, policies, and board cadence to support timely execution of board-related deadlines and deliverables. Drafts agendas in coordination with board leadership and executive partners to support well-prepared and effective meetings. Prepares, assembles, distributes, and tracks board and committee meeting materials, including committee reports and related supporting documentation, using secure digital tools and shared repositories. Provides administrative support in a hybrid work environment, including regular on-site coverage in the Alameda office. Serves as liaison for office facilities, vendors, and service providers as needed. Supports document preparation, scanning, filing, and records management, including digital organization and retention practices. Identifies and implements opportunities to streamline administrative processes through improved systems, workflows, and tools. Assists with project‑based and event‑based administrative needs as they arise. Administer board portal access, permissions, posting, and maintenance to ensure timely, secure, and accurate distribution of materials. Manage board and committee communications, including post-meeting stakeholder communications and other board-related correspondence. Coordinates board and committee meeting logistics, including venues, room setup, technology readiness, and related travel arrangements such as hotel accommodations and itineraries, as needed. Prepares accurate and compliant meeting minutes and track motions, votes, action items, and follow-up. Oversees board and committee calendars, rosters, governance documentation, and official records-including agendas, minutes, resolutions, and historical files-while ensuring accuracy, organization, version control, and alignment with retention practices Provides administrative support for designated governance-related budgets, expenses, reimbursements, and invoice routing, consistent with organizational processes Promotes the Mission, Vision, and Values of Transforming Age and our Culture of Excellence in all areas of responsibility. Perform other duties as assigned. What you need to succeed: High School Diploma or equivalent. Bachelors' in Business, Communications, or similar preferred. Demonstrated experience as an Executive Assistant, Board Liaison, board support professional, or experienced administrative coordinator. Demonstrated experience supporting boards and committees, including nonprofit California board governance experience. Experience supporting hybrid or distributed teams preferred. Strong written communication skills, including agendas and formal meeting minutes Abililty to maintain confidentiality and exercises sound judgment and discretion in handling highly sensitive, confidential, and legally privileged information and board-facing communications Ability to manage multiple priorities, deadlines, and competing demands in a dynamic environment High adaptability and comfort working with ambiguity Strong organizational skills and attention to detail High degree of digital literacy, including proficiency in the Microsoft 365 product suite and other web-based applications, experience using AI tools (e.g., Copilot, ChatGPT, or similar), and motivation to improve processes and outcomes through thoughtful use of digital tools Flexibility in schedule hours, including evenings, Saturdays/Sundays, and extended days during board cycles Able to travel for board and committee meetings, as needed. (Up to 25% of the time).