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Executive Coordinator

Executive Coordinator
Application Deadline: 
Sunday, June 20, 2021
Job Description: 

THE ORGANIZATION Grantmakers Concerned with Immigrants and Refugees (GCIR) envisions a society in which everyone thrives no matter where they were born. To make that vision a reality, we galvanize philanthropy to advance immigrant justice and belonging. As the nation’s only immigrant-focused philanthropy-supporting organization (PSO), we work with our more than 130 member institutions, the 1,200 individual grantmakers in our network, our partners in the field, and other PSOs to mobilize funder resources on the most pressing issues facing immigrants, refugees, and asylum seekers.

In 2017, Inside Philanthropy named GCIR the Funders’ Affinity Group of the Year for leading funder pushback to anti-immigrant policies. In 2021, as we enter a new era for our organization and our country, we will build on our 30-year history to drive short- and long-term immigrant-related philanthropic investments and advance a vision for a just, equitable, and inclusive society for all.

Our work in the philanthropic sector is grounded in the following values:

Justice: We are committed to racial, social, and economic justice.                                                                 

Belonging: We believe that belonging is essential to building strong communities and a healthy democracy.

Humanity: We believe that everyone is connected by our shared humanity.                                                   

Courage: We believe that taking risks is imperative to achieve a just and equitable society.                         

Solidarity: We are united with other movements and communities in the pursuit of civil and human rights.

The GCIR staff comes from all walks of life, many of us with immigrant and refugee backgrounds and some of us with non-traditional career paths. We have an office in the San Francisco Bay Area and remote staff in New York and Washington State. GCIR members are local, state, regional, and national foundations who transcend issue area, geographic region, and ideological categorization. For more information, visit


GCIR is seeking a full time Executive Coordinator to support our executive and governance functions and contribute to the overall success of our organization. As a Coordinator, this position is expected to bring a higher level of experience and professionalism than an Assistant-level position within our organization. This position reports to and works closely with the President. This position focuses on administrative duties critical to the organization. Exemplary administrative skills are required, and a candidate with excellent writing, analysis, and research skills will also have the opportunity to work on substantive projects in which the President is involved. Specific duties and responsibilities will include the following:

President Support (~60%)

Manage and coordinate the President’s calendar, including monitoring upcoming commitments and appointments, responding to scheduling requests, and making all meeting-related arrangements, including travel and lodging

Assist the President in preparing for meetings, including conducting research and developing materials such as presentations 

Attend and take notes at meetings as requested 

Arrange logistics for meetings, conference calls, and other engagements 

Follow up on contacts made by President, as directed, including adding new contacts to the database 

Organize the President’s electronic files and filing systems 

Prepare the President’s expense reports 

Proactively manage the task list and assigned activities, verifying status and providing assistance and reminders where appropriate

Board of Directors Support (~25%) 

Schedule board and committee meetings 

Manage meeting logistics and arrangements, including vendor contracts and travel arrangements 

Prepare and organize meeting materials 

Take notes and prepare meeting minutes 

Support the board nominations and elections processes 

Maintain records, such as board and committee meeting minutes, to ensure that GCIR is in compliance with its bylaws and federal and state laws as a nonprofit corporation o Maintain updated board contact list, board member profiles, and database

Management Team Support (~10%) 

Support the Management Team by coordinating logistics for meetings and retreats 

Ensure the timely preparation and distribution of materials (e.g. requests, agendas, schedules, notices) 

Track ongoing Management Team projects and deliverables, in collaboration with the Presiden

General Administration and Other Duties (~5%) 

Schedule internal meetings, as assigned o Handle special projects, as assigned


The ideal candidate for the Executive Coordinator position will have the following characteristics, skills, and experience:


High level of ethics; commitment to quality; strong sense of personal and organizational accountability; and ability to handle confidential and sensitive material with discretion 

Confidence to “manage up” and work effectively with executives who have heavy travel and meeting schedules 

Ability to manage multiple tasks and priorities; apply common sense and sound judgment; and maintain flexibility and a positive attitude in the face of changing and sometimes ambiguous situations 

A desire to work as part of a dynamic team and the ability to thrive in a fast-paced environment 

Demonstrated commitment to equity and justice issues, an eagerness to learn, a good sense of humor, and an appreciation for good food

Skills and Experience 

A minimum of five years of experience providing administrative support to an executive leader is required; candidates with more years of experience are welcome 

Meticulous organizational skills, attention to detail, accuracy, thoroughness, efficiency, and timeliness in completing work; The ability to multi-task, prioritize and follow-through to effectively manage workflow and meet deadlines 

Able to handle confidential information discreetly

Self-motivated and highly productive with the ability to shift priorities quickly; able to take initiative and develop solutions quickly and effectively 

Outstanding interpersonal and customer service skills; ability to develop a productive working relationship with key stakeholders, including board of directors, funders, and members 

Excellent oral and written communication skills 

Advanced proficiency in all Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint—as well as a high level of proficiency with all forms of technology 

A bachelor’s degree is preferred but not required for candidates with relevant experience 

Experience working in an organization with multiple offices and remote staff a plus


The Executive Assistant is a non-exempt position. The hourly range is $25 - $32, depending on years and type of experience, as well as level of education and training. GCIR offers an excellent benefits package, including employer-paid health insurance, 401(k) contribution, generous vacation, mental health days, and sick time, one week off between Christmas and New Year’s Day, support for professional development, and an employee matching-gifts program.


GCIR is committed to building and retaining a talented, diverse, and inclusive team. Our team members represent diverse backgrounds, bring a wide range of educational, professional, and lived experiences, and contribute expertise from varied disciplines within the philanthropic, nonprofit, public, and corporate sectors. We welcome candidates of all races, ethnicities, nationalities, religions, abilities, sexual orientations, and gender identities and expressions. We strongly encourage people of color, women, LGBTQ individuals, those from immigrant and refugee backgrounds, differently-abled people, formerly incarcerated people, and people of any and all traditionally marginalized identities to apply. Applicants will not be discriminated against because of race, color, sex, sexual orientation, gender identity or expression, age, religion, national origin, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state, or federal laws.

Please submit a cover letter and resume with the job title in the subject line to The deadline to apply for this position is June 20th . In your cover letter, please explain why you are interested in this role and how your experience and skills are relevant. No phone calls or email inquiries please.