Executive Support Coordinator

Haas Jr. Fund • San Francisco, CA

2d • $41 - $51 • Hybrid

About The Position

The Evelyn and Walter Haas, Jr. Fund works to advance equality and justice so every person can thrive and live life with dignity and hope. Rooted in the Bay Area, the Haas, Jr. Fund is guided by an enduring set of core values. These values reflect the founders’ vision and shape everything the Haas, Jr. Fund does.
Inclusion: We celebrate the rich differences in human identity and embrace the perspectives of all people.
Respect: We are guided by the wisdom and voices of people and communities working for change.
Collaboration: We believe in the transformative power of working together to advance a shared vision.
Courage: We take a stand to make a deep and lasting difference on urgent social issues.
About the Evelyn & Walter Haas, Jr. Fund
The Haas, Jr. Fund focuses on a set of issues confronting California and our Bay Area community. Our priorities include building a fairer, more representative democracy in California; advancing more humane approaches to immigration and expanding opportunities for immigrant youth and families; and making higher education more affordable for lower-income California students.
Located in downtown San Francisco, the Haas, Jr. Fund has a full-time staff of 15 and assets of approximately $500 million. Since its founding in 1953, the Fund has awarded more than $769 million in grants. For more information, visit us online at www.haasjr.org.
The Haas, Jr. Fund aspires to build an organizational culture that is inclusive, values-driven, and grounded in care for one another and the communities we serve. We believe deeply in our staff members, value staff learning, and look for ways to support growth over time. We work together to lift up good ideas and diverse perspectives, and we bring passion, gratitude, and a shared sense of responsibility to the opportunity to make a positive difference in people’s lives.
Position Summary
The Executive Support Coordinator provides high-trust, senior-level administrative support to the Leadership Team and Board of Directors as well as coordination for the organization’s operations.
This position supports the maintenance of a welcoming, well-run office environment. The person in this role represents the Haas, Jr. Fund with warmth and professionalism, brings strong judgment and discretion, and enjoys being a steady, thoughtful partner that embraces technology and continuous improvement. Because the organization is small and collaborative, we seek a proactive colleague who takes initiative to improve the innerworkings of the organization and can help foster a diverse, equitable, and inclusive workplace culture.

Requirements

• 5-7 years of experience supporting C-level executives, ideally within a mission-driven, nonprofit, or philanthropic organization.
• Bachelor’s degree required, or good writing skills and proficiency with numbers.
• Demonstrated commitment to positive social change and alignment with the organization’s mission.
• Absolute integrity, sound judgment, and the ability to handle sensitive and confidential matters with discretion.
• Strong technology skills with an innovative mindset, including advanced proficiency in Microsoft Office (Excel, Word, PowerPoint); experience with Canva, Expensify, GivingData, and Egnyte is a plus.
• Exceptional interpersonal and communication skills; ability to build trusted relationships across staff, board members, grantees, and external constituents.
• Strong organizational, analytical, and project management skills with keen attention to detail; ability to manage multiple priorities and support more than one executive.
• Proactive, resourceful, and adaptable problem-solver who can anticipate needs, works quickly and efficiently; and can independently and collaboratively partner with colleagues in a dynamic environment.
• High emotional intelligence and cultural competency, with demonstrated sensitivity to diverse backgrounds and perspectives.
• Experience fostering cross-departmental collaboration and contributing to a positive, supportive workplace culture.
• Candidates must reside in the San Francisco Bay Area.

Nice To Haves

• experience with Canva, Expensify, GivingData, and Egnyte is a plus.

Responsibilities

• Serve as the primary executive support coordinator to the Leadership Team, managing calendars, scheduling, and meeting logistics across competing priorities and time-sensitive work. The Leadership Team is comprised of (the CEO/President, Vice President of Finance & Operations (VPFO), and Vice President of Programs (VPP).
• Coordinate domestic travel, hotel, conference registration and related arrangements for the Leadership Team, including, as needed, the President Emeritus and Directors.
• Prepare and process expenses and reimbursements accurately and on time using Expensify or similar tools, for the Leadership Team, including, as needed, the President Emeritus and Directors.
• Triage and route (and handle if possible) incoming requests and communications for the Leadership Team and prioritizing and filtering.
• Draft, manage, and organize sensitive correspondence, files, and communications with excellent judgment and confidentiality.
• Manage the organizational calendar and schedule Leadership Team meetings, all-staff meetings, the docket production calendar, and DEI/HR-related learning sessions; ensure meeting logistics run smoothly (tech/A/V, rooms, and catering as needed). Send reminders and follow up with colleagues to ensure docket deadlines are met.
• Support special projects and time-bound initiatives as assigned, coordinating across departments and stakeholders to keep work moving.
• Maintain working knowledge of the organization’s programs, funding priorities, and philanthropic landscape to support effective preparation and stakeholder communication.
• Perform other duties and support additional projects as assigned to support the Leadership Team and the Fund.
• Schedule and manage the annual Board and committee calendar, including preparation timelines, reminders, and key deadlines.
• Assemble and distribute Board and committee meeting materials (including the docket), ensuring documents are formatted, quality-checked, printed, and delivered on time and with appropriate confidentiality.
• Coordinate Board and committee meeting logistics (virtual and in-person), including scheduling, prep sessions, room setup, A/V, catering, guest coordination, and day-of execution.
• Partner closely with the VPFO to support communications and workflows for the Audit and Investment Committees, coordinating with external advisors and service providers as appropriate.
• Support grants administration, including Board and employee matching grants, volunteer service grants, annual contributions and small community initiative grants, in coordination with other staff.
• Support a welcoming, efficient, and inclusive workplace experience for staff and visitors, aligned with the Haas, Jr. Fund’s values and culture.
• Coordinate day-to-day office operations, including purchasing and stocking office and kitchen supplies; managing vendors and on-site contractors; overseeing routine office and equipment maintenance; handling office mail and mailings; and supporting office projects in partnership with the building management team and service providers.
• Monitor office operations expenses and track against the office/operations budget; support purchasing and invoice processing as needed.
• Oversee the Operations inbox and general office requests, researching, prioritizing, routing, and tracking items through resolution with a customer-service mindset.
• Act as a staff resource for the suite’s conference room A/V and technology, troubleshooting issues as needed.
• Coordinate with Front Desk Security and building contacts, and support visitor logistics to ensure the office is welcoming, safe, and running smoothly.
• In partnership with our HR Senior Associate, conduct annual safety inspections and coordinate any compliance, training, or remedial actions; maintain appropriate documentation and follow-through.

Benefits

• comprehensive medical, dental, and vision plans
• paid time off and holidays
• a generous employer-funded 401(a) retirement plan with no employee contribution required
• a mass transit subsidy
• a monthly communications stipend
• volunteering and matching grant support (after one year of service)

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree