Executive Operations Coordinator

Supervisor:     Chapter Director, Monterey Bay National Marine Sanctuary Foundation

Status:             Full-Time/Non-exempt position. No direct reports. 

What We Need

The Monterey Bay National Marine Sanctuary Foundation, a chapter of the National Marine Sanctuary Foundation, based in Santa Cruz, California, is seeking an Executive Operations Coordinator. This position was created to support increased growth in the chapter’s work to support Monterey Bay National Marine Sanctuary. The Executive Operations Coordinator will be a key position responsible for daily coordination and administration of chapter operations, assisting the Chapter Director in administrative tasks and scheduling coordination, acting as a liaison to the national office, and tracking and submitting expenses and donations.

We are looking for an Executive Operations Coordinator who can be the right-hand to the Chapter Director and who will provide administrative support for the chapter’s Board and associated committees.  The desired candidate for this role is:  

• Tech savvy—you are competent working in Microsoft Office and are comfortable working in many computer platforms and database systems like Asana, WordPress, MailChimp, Canva, and Salesforce;
• Quick Learner and Open to Expanding Computer Skills—if you are not experienced in the above software platforms, you have enough expertise in general computer systems to master them quickly.
• Highly Organized and Efficient—creating organizational systems, managing chapter/chapter director’s calendars, grants calendars, event calendars, drafting and filing important documents, and supporting event logistics; Organization is your passion.
• Detail Oriented–good with numbers and letters, tracking expenses, procuring resources, submitting invoices, ensuring accurate recording of donations, editing copy, producing draft correspondences.
• Independent Worker—you utilize sound judgment to carry out projects of significance assigned by the Chapter Director, to problem solve, and to create processes for the chapter to maximize efficiency.
• Communications – manage our Instagram, Facebook, and LinkedIn accounts, draft content, and work with the director on messaging.

The Executive Operations Coordinator will be responsible for a wide variety of tasks. Primary duties will occur between 9:00 a.m. and 5:30 p.m. Occasional evening and weekend work may be anticipated to support fundraising events. The person in this role needs to possess a great deal of flexibility, spontaneity, patience, and enthusiasm and can thrive in a high-paced, exciting environment. 

The National Marine Sanctuary Foundation and its chapters are committed to a culture of inclusion, equity, and belonging. We are dedicated to attracting and retaining a diverse staff. We honor experiences, perspectives, and unique identities and welcome the contributions that you can bring to the dedicated team. With a diverse team of employees, we can grow and learn better together and achieve our mission to protect the ocean’s health for current and future generations.

What You’ll Do

The person in this role will keep the operations of the chapter moving forward and will build relationships with the Chapter Director, the Monterey Bay Chapter Board of Trustees, the National Foundation in Silver Spring, Md., and NOAA’s Monterey Bay National Marine Sanctuary to help support efficient operations, which will increase the capacity of the chapter to raise funds to support conservation of the sanctuary. 

• Provide administrative support for the Chapter Director, including managing the calendar, contacts, tasks, and deadlines for the Chapter Director, as well as organizing and tracking large amounts of information.
• Enter donation data into the Foundation’s donor database, Salesforce, and produce reports from the database required by the Chapter Director.
• Organize documents and data for the Chapter Director’s review, approval, and/or signature.
• Manage internal communications, expense reports, invoices, and time logs, according to National Foundation procedures, and assist the Chapter Director with preparation for events, speeches, and donor/partner meetings.
• Provide support for Board of Trustee meetings, including preparing agendas and Board/committee packages, recording and submitting minutes of committee/board meetings for approval, and preparing other communications as necessary.
• Compile reports and information to prepare the Chapter Director and Trustees for meetings.
• Provide logistics support for chapter events and meetings, including venue coordination, catering, and A/V arrangements.
• Assist with the management of a large annual fundraising event, tracking sponsors, auction items, and guests.
• Assist with mailings, phone inquiries, in-kind gift tracking, sponsorship benefit fulfillment, tax acknowledgment letters, and thank you cards.
• Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining the cooperation of others, monitoring progress, problem-solving, and making adjustments to plans.
• Supporting external communications, including website, social media, graphic design, newsletters, and other materials for public distribution.

Although not required, for candidates with additional interest in supervisory responsibilities, the role could expand to include:

• Assisting in the onboarding and supervision of interns and event volunteers

Who You Are

As the Executive Operations Coordinator, you’re a mission-driven, tech-savvy individual who thrives in a fast-paced environment and can support efficient and effective operations, developing spreadsheets, and ensuring important documents are always at your fingertips. You have strong administrative and organizational skills, a strong sense of initiative, and work well independently. 

Required Qualifications:

• At least two years of experience in administrative operations.
• Strong written and verbal communication skills. Accurate typing with the ability to maintain and manage organized files, accurate spelling, impeccable grammar and usage, and knowledge of writing mechanics.
• Proficient software skills including Microsoft Office Suite.  We also use Mailchimp, WordPress, Canva, and the project management tool, Asana. An ability to quickly pick up new software systems that support efficient operations.
• Strong interpersonal and organizational skills, work ethic, and attention to detail while establishing and maintaining effective working relationships with the Chapter Director, Board of Trustees, sanctuary staff, National Foundation staff, fellow chapter staff, interns, and volunteers.
• Ability to think strategically, multi-task, and be flexible to changing needs. Must be self-motivated to manage multiple projects simultaneously.
• Possess excellent problem-solving skills and a purpose-driven, optimistic, positive attitude, with a commitment to a high level of customer service.
• Ability to thrive in a support position.
• Excellent attention to detail in all work products.
• Regular and reliable attendance and regular communication with the Chapter Director.
• Ability to work independently with minimal supervision, completing tasks and follow-up.
• Ability to make decisions and maintain confidentiality.

Preferred Qualifications:

• Nonprofit experience and interest in marine conservation.
• Experience with Microsoft Teams, Google Drive, and donor databases (Salesforce).

Why You Will Love Us 

• Dedicated and passionate staff committed to the conservation of Monterey Bay National Marine Sanctuary.
• Generous leave policy plus paid time off the week between December 25 and January 1; and 12 paid federal holidays.
• Health Benefits: Medical with an FSA option, dental and vision.
• Foundation paid Life and Disability Insurance.
• Preparing for the Future: 403(B) with employer contribution after one year of service.

Where Do I Apply? 

Applications must include a resume, cover letter, and at least three professional references. References will not be contacted until later in the interview process.

Applications received by July 1st will be preferred.

Compensation and Benefits: $54K-$58K based on experience. The Foundation offers a competitive benefits package.

The National Marine Sanctuary Foundation is an equal-opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This commitment applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, and training. The Foundation makes hiring decisions based solely on qualifications, merit, and business needs at the time.