Director of Administration

Job Description

Job Description

We are partnering with a nonprofit organization based in Concord, CA who is looking to hire a Director of Administration. If you are an excellent project manager and have supported C-level Executives, this role may be for you. Non-profit industry experience highly desired.

This role provides high-level administrative support to the President & CEO and plays a key role in ensuring efficient executive operations. The Director of Administration serves as a liaison across departments and with external partners, ensuring alignment with organizational objectives. They also act as the central point of contact for all Affiliate organizations. This role requires a proactive, detail-oriented professional who can manage complex calendars, lead special projects, coordinate high-level events, and support internal operations.

Essential Duties and Responsibilities

• Act as the central point of contact for Affiliate organizations and Northern California partners, coordinating monitoring visits, meetings, and connecting partners with the appropriate staff to problem-solve and share best practices.

• Serve as a liaison between the organization and external partners in the Northern California region.

• Lead and manage cross-departmental projects and organization-wide initiatives such as implementation of the strategic plan.

• Monitor and drive progress on key strategic initiatives, keeping leadership focused on outcomes and organizational impact.

• Lead high-priority projects, from planning to execution, ensuring measurable outcomes and alignment with organizational goals.

• Communicate change and solicit feedback on key projects, ensuring staff, board, and other stakeholders understand and provide input on proposed changes.

• Serve as a liaison between the CEO, board members, and external partners, managing relationships and communications.

• Attend collaborative meetings and trainings at the community, county, and state level.

• Identify, recommend, and implement process improvements to enhance efficiency, performance, and organizational scalability.

• Provide executive-level administrative support to the President & CEO, including complex calendar management, scheduling meetings of multiple stakeholders, travel coordination, and timely processing of expense reports.

• Act as a key partner to the executive team by supporting team meetings, drafting agendas and presentations, tracking action items, and capturing detailed meeting notes.

• Attend meetings on behalf of the CEO to take notes, monitor project progress, and report back.

• Serve as a reliable backup to other senior executives during absences or periods of high demand.

• Coordinate and execute offsite events and executive meetings, overseeing logistics, budgets, materials production, vendor management, and overall event execution.

• Draft and edit professional documents, including correspondence, presentations, and reports; conduct research and ensure accuracy across all content.

• Collaborate cross-functionally with internal stakeholders to align administrative operations with strategic goals.

• Work closely with the broader executive team to ensure streamlined communication and coordination across departments and external partners.

• Support workforce planning, talent acquisition, and organizational development initiatives as directed by senior leadership.

Qualifications

• 5–7 years of progressive experience in administrative support, office management, or executive assistant roles.

• Minimum 2 years supporting VP-level or higher executives.

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); comfortable learning and adapting to new technologies.

• Excellent verbal and written communication skills, with demonstrated ability to draft polished, professional content.

• Proven ability to manage multiple projects and priorities in a fast-paced, dynamic environment.

• Highly organized, detail-oriented, and capable of working independently with minimal supervision.

• A collaborative team player with strong interpersonal skills and the ability to engage with stakeholders at all levels.

• Trusted to handle sensitive and confidential information with integrity and discretion.

• Experience planning and managing events involving multiple vendors and stakeholders.

• Creative and resourceful, with a solution-oriented mindset and ability to adapt to changing needs.

Competencies

• Judgement & Critical Thinking - Displays willingness to make timely decisions and exhibits sound and accurate judgment; provides support and reasoning for decisions. Makes an effort to include appropriate constituents in decision-making process.

• Problem Solving - Identifies and resolves problems in a timely manner. Gathers and analyzes information skillfully. Develops alternative solutions.

• Tasks - Takes initiative and produces high-quality work that meets position expectations.

• Time Management - Maximizes use of time to complete tasks and projects within necessary timeframes. Responds to requests from colleagues in a timely manner.

• Communication (writes/speaks effectively)

• Attendance - Consistently at work and on time. Arrives at meetings and appointments on time.

• Relationships & Partnerships - Develops and sustains productive professional relationships; successfully gains consensus with internal and external constituents. Works effectively and creatively with others to accomplish goals and resolve issues by being open to feedback and ideas from others, including peers and direct reports.

• Role & Accountability - Takes responsibility for his/her work. Initiates and establishes criteria and/or work procedures to achieve high-quality work, productivity and service.

• Diversity, Equity, and Inclusion (DEI) - Embodies the organizations mission & values. Treats people with respect and shows sensitivity for cultural differences; promotes a harassment-free environment and educates others on the value of diversity. Inspires the trust of others by working ethically and with integrity.

• Professional Development - Takes responsibility and maximizes opportunities to increase knowledge and skills. Maintains awareness that staying current in the field is essential to providing a high level of service.

• Planning & Organization - Successfully sets objectives and priorities for respective focus area and/or direct reports. Anticipates and positively manages change.

• Safety - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.

• Leadership - Is an effective team player who supports everyone's efforts to succeed. Contributes to building a positive team spirit.

• Fiscal (as applicable) - Successfully plans, budgets, and allocates resources appropriately.