Executive Administrative Coordinator in Sylmar, California at BuildAbility

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.