Administrative Coordinator

California Endowment•Los Angeles, CA

3d•$32 - $48•Hybrid

About The Position

The California Endowment (TCE) is entering a new strategic planning process [https://www.calendow.org/strategic-planning/] to ensure we can support our grantee partners and communities with renewed urgency, focus and effectiveness. Our new strategic plan will be ready to launch in 2027 and in the meantime, we are implementing a Bridge Strategy, to respond quickly and strategically to our current times. The California Endowment is seeking an Administrative Coordinator to support strategic planning and the knowledge management team which is responsible for leading a comprehensive learning, evaluation, and knowledge strategy that strengthens TCE's mission, advances equity, and promotes field-wide learning. This team plays a critical role in shaping how TCE captures, synthesizes, and applies knowledge and insights across the enterprise. The ideal candidate is an organized, resourceful professional who bring clarity and coordination to complex work, helping teams advance community health and equity. This is a hybrid role and candidates are expected to report to either the Los Angeles or Oakland or Fresno or Sacramento Office two days a week (or more as needed). The Administrative Coordinator provides day-to-day operational support to ensure the team runs smoothly and efficiently. The Coordinator is responsible for organizing workflows, tracking action items, events and meeting coordination, logistics across projects, and supporting team collaboration to keep priorities on track.

Requirements

Strong relationship-building skills with a talent for cultivating trust, connection and a cohesive team dynamic.
Excellent verbal and written communication skills, including proofreading and editing, and the ability to communicate in a concise and collegial way
Strong interpersonal skills, including relationship management, tactful negotiation and diplomacy, excellent judgment, integrity and character, maintains a polished, customer service demeanor
Strong organizational skills, including the ability to set priorities, juggle multiple tasks, organize time, conduct research, identify resources for projects and track details in a fast-paced, dynamic environment
Fluency using and troubleshooting online and technology tools, such as video conference softwares (Zoom), digital file management (Box.com) Concur travel application, online scheduling (Doodle), Microsoft Office software (e.g., Excel) and video conferencing tools
Flexibility to handle changing priorities and immediate deadlines
Handles confidential information appropriately; understands and respects sensitive nature of information; and undertakes this responsibility with great care
Ability to manage multiple tasks under pressure and to prioritize and manage workflow.
Excellent organizational skills and record keeping.
5 years administrative , office management, or team support experience, preferably in a fast-paced, cross-functional, or nonprofit environment.
Combination of relevant professional experience and training typically gained through an undergraduate degree or equivalent practical experience.

Nice To Haves

Familiarity with project management tools a plus.

Responsibilities

Coordinate assigned project activities by tracking deadlines, organizing materials, scheduling meetings, following-up on action items, and ensuring accurate documentation to support project goals.
Coordinate logistics for team meetings, gatherings and other convenings; assemble materials (e.g. invitations, agendas, PowerPoint presentations, etc.), attendee communication, take meeting minutes and notes for distribution, and provide on-site support during events.
Supports special projects and strategic initiatives as assigned, tracking deadlines and deliverables for the team.
Review for accuracy, prepare and/or process department invoices, requisitions, expense reports, contracts, in a timely fashion in accordance to the TCE finance policies and procedures.
Maintains supplies and inventory to ensure maximum productivity, including supplies necessary to conduct meetings and retreats (e.g. flip charts, post-its, sharpies, etc).
Support budget management by tracking expenses and maintaining accurate financial records, support forecasting, and ensure accurate reporting to inform strategic decision-making and resources allocation.
Manages team calendars, scheduling of events, understanding team's priorities
Coordinates and books travel as needed, understanding scheduling requirements to book with maximum efficiency. Preparation of itineraries
Create and maintains digital filing system (Box.com) for assigned team.
Conducts research, compiles data, and prepares reports as requested.
Accurately enters and updates data and maintains the integrity of relevant databases.
Assist with reviewing department administrative process to help keep work organized, efficient, and participate in evaluation of new technology tools.
Handles confidential responsibilities such as reviewing incoming documents, conducting research, and preparing reports
Serve as primary point of contact and gatekeeper for internal and external stakeholders including screening and directing phone calls/emails.
Prepares draft and final correspondence following defined parameters and guidance. Reviews correspondence received and determines appropriate action; routes materials to appropriate individual both in/outside dept.
Edits materials written upon request
May serve as liaison to all other TCE offices and provides admin support to various inter departmental groups and meetings as requested
In the absence of leadership, promptly refers to the appropriate party or department and follows up to ensure problem resolution.

Benefits

Shared medical and dental premiums for employees and eligible dependents
100% employer-paid benefits: vision, life and AD&D, STD, LTD and employee assistance program
Health Care and Dependent Care Flexible Spending Accounts
Reimbursement towards gym fees and/or wellness program and mental health care
9-80 schedule with synchronized off days
Hybrid work schedule available for most positions
11 paid holidays + paid winter holiday closure
Generous paid time off (PTO)
401k plan with generous employer match and contributions
Matching gifts program
Paid parking or public transportation subsidy
Professional development and training opportunities
Tuition Reimbursement Program
Monthly BYOD stipend