Job Details

Board Liaison & Office Operations Coordinator

Location: ECA Support Center, 1301 Marina Village Pkwy, Alameda CA 94501

This hybrid role (SF Bay/Alameda CA) pays between $30 - 39 an hour DOE. We offer generous benefits and PTO including Medical, Vision, Dental, 401(k) with matching, and so much more!

The Board Liaison plays a key role in keeping governance and administrative operations organized, accurate, and on track. The ideal candidate brings strong judgment, discretion, and follow-through, along with experience supporting nonprofit boards and committees in California. Success in this role requires the ability to manage multiple priorities, build strong working relationships, and provide consistent, high-quality support across board governance, committee coordination, meeting logistics, communications, records, and day-to-day office operations.

Responsibilities:

• Serves as liaison to multiple boards and committees, supporting adherence to bylaws, governance requirements, and board best practices.
• Applies working knowledge of bylaws, policies, and board cadence to support timely execution of board-related deadlines and deliverables.
• Drafts agendas in coordination with board leadership and executive partners to support well-prepared and effective meetings.
• Prepares, assembles, distributes, and tracks board and committee meeting materials, including committee reports and related supporting documentation, using secure digital tools and shared repositories.
• Provides administrative support in a hybrid work environment, including regular on-site coverage in the Alameda office.
• Serves as liaison for office facilities, vendors, and service providers as needed.
• Supports document preparation, scanning, filing, and records management, including digital organization and retention practices.
• Identifies and implements opportunities to streamline administrative processes through improved systems, workflows, and tools.
• Assists with project-based and event-based administrative needs as they arise.
• Administers board portal access, permissions, posting, and maintenance to ensure timely, secure, and accurate distribution of materials.
• Manages board and committee communications, including post-meeting stakeholder communications and other board-related correspondence.
• Coordinates board and committee meeting logistics, including venues, room setup, technology readiness, and related travel arrangements such as hotel accommodations and itineraries, as needed.
• Prepares accurate and compliant meeting minutes and track motions, votes, action items, and follow-up.
• Oversees board and committee calendars, rosters, governance documentation, and official records—including agendas, minutes, resolutions, and historical files—while ensuring accuracy, organization, version control, and alignment with retention practices.
• Provides administrative support for designated governance-related budgets, expenses, reimbursements, and invoice routing, consistent with organizational processes.
• Promotes the Mission, Vision, and Values of Transforming Age and our Culture of Excellence in all areas of responsibility.
• Performs other duties as assigned.

Qualifications:

• High School Diploma or equivalent. Bachelors' in Business, Communications, or similar preferred.
• Demonstrated experience as an Executive Assistant, Board Liaison, board support professional, or experienced administrative coordinator.
• Demonstrated experience supporting boards and committees, including nonprofit California board governance experience.
• Experience supporting hybrid or distributed teams preferred.
• Strong written communication skills, including agendas and formal meeting minutes.
• Ability to maintain confidentiality and exercises sound judgment and discretion in handling highly sensitive, confidential, and legally privileged information and board-facing communications.
• Ability to manage multiple priorities, deadlines, and competing demands in a dynamic environment.
• High adaptability and comfort working with ambiguity.
• Strong organizational skills and attention to detail.
• High degree of digital literacy, including proficiency in the Microsoft 365 product suite and other web-based applications, experience using AI tools (e.g., Copilot, ChatGPT, or similar), and motivation to improve processes and outcomes through thoughtful use of digital tools.
• Flexibility in schedule hours, including evenings, Saturdays/Sundays, and extended days during board cycles.
• Able to travel for board and committee meetings, as needed. (Up to 25% of the time).