Executive Administrative Coordinator - CEDs

About the job

Center for Food Safety (CFS), one of the nation’s leading food and environmental advocacy nonprofits, is seeking a proactive and detail-oriented Executive Administrative Coordinator to offer comprehensive support to the leadership team. This role is crucial as the Executive Administrative Coordinator will collaborate with the executive, communications, and operations teams to oversee various administrative responsibilities, assist with executive projects, and represent the CFS leadership team in both internal and external communications. The ideal candidate will effectively manage the needs of multiple projects and individuals and should feel equally comfortable with both complex project work and administrative tasks.

This position is a hybrid position with regular in-person meetings with the CFS leadership team and reports to the Co-Executive Directors.

WHO WE ARE

Center for Food Safety (CFS)’s mission is to empower people, support farmers, and protect the Earth from the harmful impacts of industrial agriculture. We defend and promote your right to safe food and a clean environment through groundbreaking legal, scientific, and grassroots action.

For over 25 years, we have led the way in creating a new food future, fostering a more powerful food movement against the harmful industrial agricultural system while promoting organic, ecological, and regenerative alternatives. We've won high-profile lawsuits to protect public health and endangered species from pesticides like Monsanto’s Roundup and dicamba. We prevented the introduction of genetically engineered wheat, rice, potatoes, and more to the market and secured meaningful labeling to ensure that we all know what's in our food. We succeeded in instilling animal welfare requirements into the organic standards and protected the oceans from industrial aquaculture. And much more: Our groundbreaking legal cases that protect pollinators, farmworkers, and farming communities, and the earth from the devastating impacts of industrial farming, are a landmark body of case law on food and agricultural issues, transforming our food system.

WHAT YOU WILL DO

CFS is a small team with a big vision, so the Executive Administrative Coordinator will have the opportunity to contribute to various aspects of CFS’s work. The primary responsibilities include:

Organizational Leadership Support (40%)

• Monitor and maintain external-facing communications for executive and development teams.
• Monitor and update office-related templates and documents as needed.
• Manage and update organization-wide calendars and email accounts.
• Maintain and organize corporate files.
• Work with the executive team to organize board meetings and distribute materials as needed.
• Draft, edit, and review/finalize a variety of written materials, including grant proposals, reports, and published content, ensuring clarity, accuracy, and alignment with organizational goals and messaging.
• Work with the communications team to maintain and update leadership’s social media profiles to highlight the organization’s online presence.
• Serve as a liaison between the executive team and other departments to ensure smooth collaboration and effective communication.

Donor and Fundraising Support (40%)

• Provide support to the executive team on donor relations and time management, including correspondence, scheduling meetings, making phone calls, and arranging travel.
• Update and maintain the grant application calendar and provide support for grant submissions as needed.
• Maintain and update the donor database and prepare donor reports as needed; prepare and send donor acknowledgments and quarterly email updates.
• Facilitate the tracking of donor data by entering and updating records in the donor database (EveryAction or a similar CRM). Oversee the automation of external communications and emails using the PPFA system and EveryAction.
• Assist with research into potential donor, foundation, or corporate giving prospects to support fundraising efforts, identifying opportunities for new and increased contributions.
• Provide administrative support to the Executive Team and the broader Development Operations and Communication teams, including interdepartmental calendar management, scheduling departmental meetings, developing departmental documents and presentations, arranging travel, and taking notes.
• Support event coordination and facilitation. Organize and maintain electronic files to ensure easy access to current and historical materials.
• Attend events as needed to provide on-site logistical support.
• Assist with annual appeals, campaigns, and other fundraising initiatives as required.

Finance and Operations Support (20%)

• Collaborate with the Director of Operations and Finance to prepare budgets and reports while supporting accounts payable and receivables.
• Support communication and contracts with vendors and contractors.
• Complete weekly bank deposits and process bills.
• Provide general operational support, including special projects as assigned.

Desired Qualifications and Skills:

• At least 2 years of experience in an administrative/executive assistant or office manager role.
• Prior experience assisting executive team in donor communications and fundraising.
• Mastery in Office 365, especially Microsoft Word, Excel, and PowerPoint. A strong proficiency in social media platforms, including Instagram, Facebook, X, and LinkedIn.
• Experience with Bonterra/EveryAction (or a comparable CRM database) a plus.
• Experience with event planning a plus.
• Must have exceptional attention to detail.
• Strong organizational and time management skills, and ability to prioritize
• Proficiency in online databases and programs such as Google Drive, Microsoft Office programs, email programs, Wordpress, and Dropbox.
• Ability to work well with others, including staff, board, consultants, and contractors.
• Passion and/or a background in food and agriculture issues a plus.

WHAT WE OFFER

CFS offers a competitive compensation package, a flexible hybrid work environment, a four-day "Flexible Friday" work week, and a 401(k) and Roth retirement plan with matching contributions starting on day one. Best-in-class benefits include medical, vision, and dental insurance, disability insurance, pre-tax medical savings plans, and generous vacation and leave policies.

The salary range for this position is $69,000 to $85,000 annually, depending on qualifications and experience.

Location: Hybrid, San Francisco Bay Area or Portland desired. Remote is considered for the right candidate.

CFS is an equal-opportunity employer committed to diversity and equity in the workplace.

HOW TO APPLY

For consideration, email leadership@centerforfoodsafety.org with “Executive Administrative Coordinator” in the subject line. Please include a cover letter and resume, and be prepared to share three references. Applications will be reviewed immediately and will continue to be reviewed on a rolling basis until the position is filled.

LOCATION

Hybrid/Remote -San Francisco-Bay Area.

START DATE

The position is anticipated to be filled as soon as possible.