Coordinator, Administrative Support

Foundation for California Community Colleges

Job Overview

Location

California, USA

Job Type

Full-time

Full Job Description

📋 Description

• Serve as the nerve-center of FoundationCCC’s Executive Office, providing high-touch, proactive administrative support to the President & CEO, Executive Chief of Staff, and Director of Strategic Initiatives. You will orchestrate complex calendars, coordinate cross-functional meetings, and ensure seamless communication across all levels of the organization.
• Own the full meeting lifecycle—from initial scheduling and room/Zoom setup to agenda creation, material distribution, minute-taking, and post-meeting follow-up. Your minutes will serve as the official record, so precision, discretion, and adherence to governance standards are non-negotiable.
• Build and maintain a best-in-class filing and document-management system (digital and physical) that allows leadership to retrieve critical information in seconds, not minutes. You will tag, categorize, and archive contracts, Board packets, strategic plans, and confidential correspondence with meticulous attention to version control and retention policies.
• Track, prioritize, and drive completion of action items that emerge from leadership meetings. You will maintain a living dashboard of deadlines, owners, and status updates, sending polite but persistent reminders to ensure nothing falls through the cracks.
• Serve as the first point of contact for internal and external stakeholders reaching the Office of the President & CEO. Your warm professionalism and sound judgment will set the tone for every interaction, whether you’re fielding a call from a state legislator or greeting a community-college president.
• Coordinate domestic travel arrangements, itineraries, and expense reporting for senior executives. You’ll juggle flights, hotels, ground transport, and per-diem guidelines while optimizing for cost, time, and carbon footprint.
• Plan and execute executive-level convenings, retreats, and special events (virtual, hybrid, and in-person). This includes venue scouting, catering, A/V, swag, and run-of-show documents that make every participant feel valued and prepared.
• Partner with Finance & Accounting to reconcile credit-card statements, prepare budget trackers, and ensure timely submission of receipts. Your spreadsheets will be so clear that auditors will want to frame them.
• Continuously scan the horizon for process-improvement opportunities—automating repetitive tasks, piloting new collaboration tools, and drafting SOPs that scale as FoundationCCC grows.
• Champion a culture of confidentiality and ethical conduct. You will handle sensitive student data, personnel files, and donor information with the highest degree of integrity, ensuring compliance with FERPA, HIPAA, and all applicable state and federal regulations.
• Contribute to cross-departmental initiatives such as equity audits, strategic-planning sprints, and grant-reporting deadlines. Your ability to context-switch without losing momentum will make you the “go-to” utility player on the team.
• Model FoundationCCC’s core values: student-centeredness, equity, innovation, and community impact. Whether you’re volunteering at a college drive-through event or sharing a Slack kudos, you’ll embody the mission in every action.

🎯 Requirements

• Associate degree (AA/AS) or equivalent combination of education and executive-office experience
• Demonstrated ability to manage complex calendars and coordinate meetings across multiple time zones and stakeholders
• Proven track record of taking accurate, governance-grade meeting minutes and maintaining confidential records
• High proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) and modern collaboration tools (Zoom, Slack, Asana, or similar)
• Self-starter mindset with exceptional organizational skills, attention to detail, and ability to prioritize competing demands with minimal supervision

🏖️ Benefits

• 100 % remote-first work environment—live anywhere in California while staying fully connected to your team
• Competitive hourly pay range of $25.00–$26.00 plus generous PTO, paid holidays, and CalPERS retirement
• Comprehensive medical, dental, vision, FSA/HSA, EAP, and wellness programs plus Carrot fertility support
• Tuition reimbursement and eligibility for Public Service Loan Forgiveness (PSLF)

Skills & Technologies

Remote

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Foundation for California Community Colleges

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About Foundation for California Community Colleges

Foundation for California Community Colleges is a 501(c)(3) nonprofit auxiliary to the California Community Colleges Chancellor’s Office. It raises and manages philanthropic funds, provides systemwide technology services, professional development, and student support programs. Established in 1998, the organization partners with colleges, foundations, corporations, and government agencies to improve access, success, and equity across 116 colleges serving 2.1 million students. It operates initiatives in financial aid, workforce development, data analytics, and digital infrastructure while ensuring compliance, fiscal accountability, and strategic alignment with the state’s educational master plan.

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