Coordinator - Executive & Board Operations

Coordinator - Executive & Board Operations About Sequoia Riverlands Trust Sequoia Riverlands Trust is a regional nonprofit land trust focused on the Tulare Basin, which comprises the southern San Joaquin Valley and Sierra foothills of Kern, Kings, Tulare, and Fresno counties, with additional conservation projects in 5 other California counties. We are accredited by the Land Trust Alliance, and our mission to conserve the lands and waters of California’s heartland is supported by our ambitious programs in conservation easements (habitat and farmland), land stewardship, restoration, conservation outreach, and education. We envision a future in which a network of protected natural and working lands thrives in the region we serve, with business, agriculture, and society aligned around sustainable land and water management practices. OVERVIEW Sequoia Riverlands Trust (SRT) seeks a highly organized, proactive, and exceptionally dependable Coordinator - Executive & Board Operations to provide high‑level administrative, scheduling, and governance support to the Organizational Leadership while serving as the primary staff coordinator for the organization’s Board of Directors and assigned board committees. This is a mission‑critical role that sits at the center of SRT’s executive leadership and governance functions. The Executive & Board Operations Coordinator ensures that the Executive and C‑suite are prepared, organized, and able to focus their time on strategic priorities, while also ensuring that board and committee operations are timely, professional, and well managed. The successful candidate will be a trusted partner who can manage complex calendars, coordinate internal and external meetings, support email and correspondence workflows, prepare agendas and board packets, record and finalize meeting minutes, track follow‑up items, and maintain organized systems for board and executive operations. This role requires sound judgment, strong written communication, excellent attention to detail, and the ability to handle sensitive and confidential information with discretion and professionalism. The ideal candidate is calm under pressure, highly responsive, solutions‑oriented, and able to anticipate needs before they arise. ESSENTIAL FUNCTIONS Calendar & Scheduling Management Manage and maintain complex and dynamic calendars for the executive and C‑suite, including internal leadership meetings, board and committee meetings, donor and partner meetings, staff meetings, travel, and event‑related commitments. Prioritize and coordinate scheduling requests with an understanding of organizational priorities, urgency, and strategic value. Proactively identify conflicts, gaps, overbooking risks, and preparation needs, and recommend solutions. Schedule and confirm meetings, prepare invitations, coordinate logistics, and ensure leaders are fully briefed and prepared. Executive Coordination & Workflow Support Track and help manage executive action items, deadlines, and follow‑up arising from meetings, strategic initiatives, board discussions, and external commitments. Prepare and organize briefing materials, agendas, talking points, background documents, and meeting support materials for the executive and C‑suite. Draft, edit, proofread, and format professional correspondence, internal communications, meeting notes, and other executive documents. Support travel coordination, itineraries, and logistics as assigned. Help maintain efficient systems for executive files, recurring workflows, and document organization. Email & Communications Support Monitor and help manage executive and C‑suite email workflows as assigned, including triaging messages, flagging priority items, drafting responses, and ensuring timely follow‑up on routine or delegated matters. Respond to select inquiries on behalf of the executive and C‑suite when appropriate and authorized. Ensure professional, timely, and well‑organized communication with board members, donors, partners, consultants, and other key stakeholders. Board & Governance Administration Serve as the primary staff coordinator for the Board of Directors and assigned board committees, ensuring governance operations are well organized, timely, accurate, and professional. Board & Committee Meeting Coordination Develop and maintain the annual calendar for board meetings, board committee meetings, retreats, and special meetings in partnership with the ED, Board Chair, committee chairs, and relevant staff. Schedule and coordinate all logistics for board and committee meetings, including virtual and in‑person arrangements, invitations, reminders, materials deadlines, and follow‑up. Support board leadership and senior staff in ensuring meetings are well planned and effectively sequenced. Coordinate with staff to collect, compile, format, proofread, and finalize agendas, reports, resolutions, and supporting documents for board and committee meetings. Prepare and distribute polished, complete, and timely board packets and committee packets. Maintain consistent formatting, organization, and quality control for all board materials. Ensure materials are distributed in accordance with agreed timelines and organizational standards. Minutes, Records & Governance Documentation Attend board and committee meetings as assigned and prepare clear, accurate, and timely minutes. Finalize and distribute draft and approved minutes in coordination with leadership and board officers. Maintain organized and accessible governance records, including agendas, packets, minutes, board rosters, committee rosters, resolutions, calendars, and related materials. Support board member onboarding and transitions by maintaining current records, contact information, and access to key materials. Help strengthen and maintain reliable systems for board administration and document retention. Cross‑Functional Coordination & Special Projects Support the smooth functioning of leadership‑related operations across the organization. Coordinate scheduling and logistics that involve executive leadership, board members, major donors, consultants, funders, and strategic partners. Support internal meeting coordination across departments, especially where executive leadership involvement is required. Assist with planning and logistics for leadership meetings, staff retreats, board retreats, strategic planning sessions, and other special convenings. Provide administrative and coordination support for special projects led by the executive and C‑suite. Provide occasional support for donor stewardship, campaign, or event logistics where executive participation or board engagement is involved. SUPERVISION The position is a member of the Shared Services team and reports to the Executive Director. DESIRED SKILLS & ATTRIBUTES Minimum of 2–4 years of progressively responsible experience in executive support, board administration, nonprofit operations, office management, or a related administrative coordination role. Demonstrated success supporting senior leaders with complex calendar management, meeting coordination, and competing priorities. Experience supporting a board of directors, board committees, or governance processes, including agendas, board packets, minutes, and board communications OR similar in a for‑profit environment. Excellent organizational skills with exceptional attention to detail and follow‑through. Strong written communication skills, including drafting professional emails, correspondence, meeting notes, and polished administrative documents. Strong judgment and ability to manage sensitive, confidential, and high‑stakes information with discretion. Ability to work independently, anticipate needs, solve problems, and adapt quickly in a dynamic nonprofit environment. High proficiency with Google Workspace and/or Microsoft Office, especially calendar management, email, document formatting, and file organization. Strong interpersonal skills and ability to work effectively with executives, staff, board members, donors, and external partners. Preferred Experience working in a nonprofit organization, philanthropic organization, or mission‑driven environment. Experience directly supporting an Executive Director, CEO, or C‑suite, Development/Fundraising executive, or senior leadership team. Familiarity with board portals, governance platforms, or secure shared document systems. Experience with donor or stakeholder scheduling and external‑facing executive support. Familiarity with CRM, project management, or document management systems. Interest in land conservation, environmental stewardship, agriculture, or community‑based nonprofit work. Core Competencies Discretion and confidentiality Strategic calendar and meeting management Board and governance administration Exceptional organization and prioritization Strong written communication and proofreading Initiative and anticipation of needs Relationship management and diplomacy Adaptability and composure under pressure Reliability and strong follow‑through WORK SETTING AND CONDITIONS The position is HYBRID; the in‑office work is based at SRT’s headquarters in Visalia, California, a city of about 130,000 residents in the southern San Joaquin Valley. The region has a Mediterranean climate, with cool, moist winters and hot, dry summers. SRT’s preserves and conservation easements are distributed over nine counties, including lands in the foothills of the southern Sierra Nevada, San Joaquin Valley and in the Carrizo Plain area. The specific work conditions of this position are as follows: · Well‑lighted, heated, and air‑conditioned indoor office with moderate noise · Physical Demands o Ability to lift up to 10 pounds o Manual dexterity sufficient to reach and handle items, work with fingers and perceive attributes of objects and materials; ability to stand, walk, sit, and reach · Light physical activity performing non‑strenuous daily activities of an administrative nature, using close vision · At times, be outdoors in all weather conditions · Work hours are 8:00 a.m. to 5:00 p.m. Monday through Friday with some additional hours including weekends COMPENSATION This is a non‑exempt, full‑time position. The position offers an hourly rate of between $23 and $27 for new employees. Benefits include an employer‑matched retirement, health insurance program, and generous paid time off among other benefits. OTHER NOTES · Candidates MUST be able to pass a background check · Top candidates may be asked to provide samples of their work that demonstrate their ability to fulfill the requirements of this position · The above statements are intended to describe the general nature performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves to right to revise or amend duties at any time. · Staff members are expected to consciously and continuously promote the mission, values, programs, and impact of the organization when presented with opportunities for participating in membership development and reaching out to personal connections on behalf of SRT. Sequoia Riverlands Trust is an equal opportunity employer. Our practices support diversity, equity, and inclusiveness in our workforce. #J-18808-Ljbffr