Executive Administrative Coordinator

Join the BuildAbility team as the Executive Administrative Coordinator BuildAbility empowers individuals with intellectual and developmental disabilities to achieve their goals and thrive in inclusive communities, fostering a world where everyone belongs. As the Executive Administrative Coordinator, you will provide direct administrative and coordination support to the Executive Director of BuildAbility. This role includes assisting with organization-wide projects, meetings, communications, documentation, and follow-up activities to help advance leadership priorities and ensure smooth day-to-day operations.

Why work with us

• Meaningful Mission: Be a part of a team that's transforming lives and empowering individuals within the community. Our mission is to carve out a space for individuals with developmental and intellectual disabilities, encouraging them to envision a life without limitations and then guiding them toward turning that vision into a reality.
• Inclusive Environment: Join an organization that values diversity and inclusion in all aspects of our work.
• Comprehensive Benefits: Enjoy competitive compensation starting at $22 - $26/hour, along with a generous benefits package.
• Gain Organization-Wide Exposure: Support projects involving multiple departments, including Programs, People Operations, Operations, Finance, and Development.

As the Executive Administrative Coordinator, your responsibilities will include:

Executive Director Administrative Support

• Provide direct administrative support to the Executive Director, including calendar coordination, scheduling, meeting preparation, document organization, and general administrative follow-up.
• Coordinate the Executive Director’s schedule by arranging internal and external meetings, confirming logistics, preparing necessary materials, and helping ensure the Executive Director is prepared for upcoming commitments.
• Track follow-up items, reminders, deadlines, and requests directed to the Executive Director to help ensure timely response and completion. Meeting, Leadership, and Board Support
• Support the preparation and coordination of executive, leadership, and board-related meetings, including scheduling, logistics, agenda preparation, meeting packets, supporting materials, and follow-up.
• Attend meetings as requested to take notes, document key discussion points, record decisions, and identify follow-up items.
• Assist with tracking leadership and board-related requests, reports, approvals, and deliverables to help ensure materials are prepared and submitted in a timely manner. Cross-Departmental Project and Initiative Support
• Support project coordination by helping organize timelines, meetings, materials, task lists, updates, and follow-up items.
• Coordinate with department leaders and team members to gather information, clarify next steps, and support timely completion of assigned tasks.
• Support cross-departmental work without independently directing departmental priorities, supervising staff, or making decisions on behalf of department leaders. Documentation, Organization, and Process Support
• Maintain organized files, folders, trackers, templates, calendars, contact lists, reference materials, and shared administrative systems that support the Office of the Executive Director and assigned organizational projects.
• Assist with creating, formatting, updating, and organizing internal documents, including reports, memos, meeting notes, project trackers, process documents, forms, and presentation materials.
• Help identify opportunities to improve organization, documentation, and administrative workflows, and support implementation of approved process improvements. Internal Communication and Organizational Coordination
• Support clear and timely communication between the Executive Director, leadership team, departments, and other internal stakeholders.
• Assist with drafting, editing, formatting, and organizing routine internal communications, updates, announcements, and follow-up messages as assigned.
• Coordinate the flow of information related to assigned projects, meetings, and leadership priorities while ensuring messages are accurate, organized, and professional.

Schedule

• Full-time
• 40 hours/week Work Location:
• In-person
• Sylmar, CA Compensation:
• Starting at $22.00 - $26.00/hour (depending on prior experience and qualifications) Benefits:
• 90% coverage for Medical and 100% coverage for Dental and Vision insurance
• 100% Employer Paid Life Insurance for up to 2X the annual salary with Reliance Standard
• Paid vacation starting at 2 weeks per year
• Paid sick leave capped at 56 hours
• 12 paid holidays per year
• Mileage Reimbursement
• 403(b) retirement savings plan
• Employee Assistance Program Qualifications:
• High school diploma or equivalent required, bachelor's degree in business administration, nonprofit administration, communications, human services, organizational leadership, or a related field preferred.
• 1 to 3 years of experience in administrative support, office coordination, executive support, project coordination, nonprofit administration, or a related roles preferred.
• Experience supporting calendars, meetings, document preparation, correspondence, follow-up tracking, and general administrative coordination preferred.
• Experience working in a nonprofit, human services, healthcare, education, or other mission-driven environment preferred but not required.
• Equivalent combinations of education, training, and relevant experience may be considered.
• Proficiency with Office technology such as Outlook, Teams, Word, Excel, Canva.
• Ability to learn and use organizational systems, including project management tools, HRIS platforms, CRM systems, shared drives, and document management systems.

Ready to Make a Difference? If you’re looking for a career that’s more than just a job, one where you can truly impact lives and grow, BuildAbility is the place for you. Join us in empowering individuals with disabilities and building a more inclusive future.

BuildAbility is an equal-opportunity employer, we welcome applicants of all backgrounds and experiences.