Executive Administrative Coordinator

The position manages and assists with the coordination of finance, business systems, and operations support functions while collaborating as a member of interdepartmental teams, working closely with the President/CEO, Chief Financial Officer, Director of Business Operations, and Director of Business Systems and Strategy. Responsibilities include a wide range of duties requiring collaborative commitment; critical thinking skills; and situational, multitask analytical ability. The position is critical to the Community Foundation’s ability to organize and facilitate cross-departmental operations.



  • Open and process mail, update gifts received log in a timely manner in accordance with assigned schedule.
  • Prepare and scan checks for remote deposit capture, prepare bank deposit slip and deliver deposit to the bank for contributions and cash receipts.
  • Assist with bank and investment transaction forms, letters, agreements, checks disbursements, etc. to obtain authorized signatures and approvals.
  • Support donor fund statement mailing process.
  • Assist with electronic recordkeeping and hard copy filing of support related to contributions, cash receipts, bank deposits, bank statements, constituents, investments, community investments, grants, accounts payable, and other foundation records
  • Coordinate governance-related activities with Business Communications Manager, e.g., organization of and support for board, committee, staff meetings to include scheduling, communication, and miscellaneous related tasks for in-person and remote meetings.
  • Record and produce meeting minutes and distribute through various review and approval processes.
  • Assist President/CEO with current and prospective trustee and committee member rosters and term calendars.
  • Maintain board and committee member portal with updated member information and materials.
  • Assist with vendor-provided information technology services, e.g., equipment setup, usage, implementation, maintenance, etc., at primary worksite and remote environments.
  • Perform day-to-day tasks comprising landlord-tenant relations, tenant services, building security, building assets condition and use monitoring including life-safety equipment status; maintenance activities including cleaning vendor schedule coordination; third-party support vendor liaison and office supply procurement to meet in-person and remote staff needs.
  • Schedule, reserve meeting spaces for internal and external groups; maintain master events calendar, event records and analytics; support audio/visual equipment use; oversee, execute event registration organization, meeting room set-up, catering support, etc.
  • Welcome visitors, answer phone calls to ensure reputational quality; distribute general inquiries to appropriate staff.
  • Ensure office supplies are organized and replenished as needed to support in-person and remote staff.
  • Complete routine daily, weekly, monthly, quarterly, and annual facility tasks, e.g., monthly fire extinguisher inspections, quarterly fire drills, elevator inspections, etc.
  • Support organizational initiatives, events and team-building activities as needed, e.g., assist with coordinating staff-trustee volunteer events.
  • Assist community investment, development, marketing, operations, and systems teams with routine mailings and other collateral distribution.
  • File, maintain archived physical and electronic records in accordance with record retention guidelines.
  • Process mail, execute gift receipting in coordination with finance and operations teams.
Supervisory Responsibilities
  • This position does not have supervisory responsibilities
Education and Experience
  • Bachelor’s degree required; equivalent in education, training, and experience considered
  • 2-3 years’ experience required in operations, finance, systems and/or project management
  • 2-3 years’ experience preferred in governance related support
  • 2-3 years’ experience preferred in event planning and support
Knowledge, Skills, and Abilities
  • Computer proficiency required, including remote work environments e.g., Zoom and Microsoft Office, especially Teams, Outlook, Word, Excel, PowerPoint
  • Information technology and audio/visual equipment knowledge required
  • Foundant, Raiser’s Edge, Financial Edge and Granted Edge knowledge preferred
  • Must work independently and be a strong problem solver
  • Strong verbal and written communication skills; ability to maintain and secure confidential information
  • This position will require in-person presence at the main office location


  • Paid Time Off

  • Health Insurance/Health Savings Account

  • 401(k) and 401(k) Matching

  • Professional Development Assistance

  • Life Insurance

Email Call
Community Foundation
2608 Genesee Street
Utica, NY 13502


8 AM - 5PM
8 AM - 5PM
8 AM - 5PM
8 AM - 5PM
8 AM - 5PM
8 AM - 5PM
8 AM - 5PM