Executive Office Coordinator​/Manager

POSITION SUMMARY

The Executive Office Coordinator / Manager plays a central role in advancing the organization’s mission by ensuring the effectiveness of executive leadership, Board governance, and foundation relations. This position serves as the primary administrative lead in three key areas. Support of Board of Trustees meetings and corporate secretary functions. Coordination, tracking and preparation of important grant and foundation relations. And support and coordination of the President’s key strategic relationships and meetings.

The role requires organizational discipline, writing ability, anticipatory thinking, and exceptional discretion. This team member operates with independent judgment, ensures strong governance practices, and strengthens institutional capacity through rigorous grant and foundation tracking.

• Board of Trustees Meeting & Corporate Secretary Support: This individual serves as the primary liaison to the Board of Trustees, ensuring strong governance, clear decision-making, and effective partnership between the Board and executive leadership. This role independently manages all Board and Committee operations, including governance calendar planning, meeting logistics, and preparation of agendas and board materials; records and distributes minutes; and tracks follow-up on resolutions and action items to ensure accountability.
  
  The position maintains official corporate records, bylaws, and Board rosters, monitors Trustee terms and committee assignments, supports onboarding of new Trustees, and implements governance best practices to strengthen effectiveness and compliance. In support of Corporate Secretary responsibilities, this individual assists the President & CEO and Board Chair with required documentation and filings, exercising the highest level of discretion and confidentiality.

• Grants & Foundation Relations Coordination: As part of a strategic growth initiative for the Ranch, this team member serves as the primary coordinator and writing support for institutional grants and foundation partnerships—an opportunity to directly contribute to the organization’s expanding impact and long‑term sustainability. Working closely with Development, Finance, and Program teams, the role proactively researches new funding opportunities and collaborates across departments to prepare competitive proposals and accurate, timely reports.
  
  Responsibilities include maintaining a comprehensive grants calendar; tracking deadlines, awards, payments, and reporting requirements; and ensuring all grant activity is recorded in the CRM. The position drafts and edits proposals, letters of inquiry, and reports; aligns narratives and budgets with institutional priorities; and prepares materials for foundation meetings and stewardship. Through disciplined systems management and compelling communication of impact, this role helps strengthen the Ranch’s philanthropic foundation and future growth.

• Executive Administrative Support to the President & CEO: This role provides high‑level administrative and strategic support that ensures the President & CEO is prepared, focused, and effective in advancing the organization’s most important priorities and relationships. This role serves as a strategic partner, ensuring the President enters Trustee, donor, foundation, and community engagements fully briefed, aligned, and positioned for success. The position protects and prioritizes the President’s time, coordinates key meetings, and prepares background research, agendas, talking points, presentations, and correspondence.
  
  By tracking follow‑up and ensuring commitments are executed, this individual functions as a critical development and leadership partner—enabling the President to lead with clarity, strengthen institutional relationships, and advance organizational growth and sustainability.

• Maintain a Growth Mindset :
  This position requires a person who loves to learn and grow. It takes a curious mind that wants to find new opportunities, more efficient ways to work, and loves working with teams and setting others up for success.

• Create Stability: The President…