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. 

Core Responsibilities: 

• 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.

Position Success Expectations: 

The following expectations will underlie the successful candidate: 

• 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 is ultimately responsible for all aspects of the organization’s function and success and is thus pulled in a multitude of directions while simultaneously trying to minimize risk and drive growth and change. This role supports the organization by helping to create stability, own the processes of the office, and hold everyone accountable.
  
  
• Make Others Look Good: This individual is often in the position to foresee a problem or  mistake when, or even before, it happens and help change a mistake into a success. That  often means seeing a dropped ball, grabbing it to either hand back or pass up the field. Being  “The Fixer” helps the team be its best.  
  
  
• Catch Written Mistakes: The role requires a strong and precise command of grammar, 

punctuation, spelling and the correct usage of the English language. This is required both in  their own work, but also in acting as the President’s editor, sounding board and, finally, proofreader to assure what comes out of the President’s office is professional.

• Maintain Trust & Confidentiality: Exercise careful discretion in sharing information or the  details of official decisions or informal deliberations. The close role with the President  requires access to records, files, meetings, and conversations both in official proceedings and  personal conversations. Safeguarding a culture of discretion, trust and privacy is critical to the  success of the office.  
  
  
• Be Professional & Personal: In a partnership that aims to maximize efficiency and effectiveness, the personal and business responsibilities of the President will inevitably be interwoven throughout the day-to-day business. This individual will both need to help maintain appropriate boundaries and allow some elasticity when personal and professional needs  conflict. 

Staff Community Responsibilities:

• Community Outreach Leader: All staff members are expected to build and lead partnerships  with community organizations as they relate to their area of responsibility, and to actively  support the outreach efforts of other team members.
  
  
• Engaged & Supportive Team Member: All staff are expected to support colleagues and  engage in the programs and events of the Ranch by attending lectures, artist talks,  fundraising events, and community wide events and being available to jump in and help  make them a success.
  
  
• Professional & Personal Development: Continuing to learn and improve is a job requirement  of all staff. Team members are expected to be growing, learning, and improving in their  artistic and professional lives.
  
  
• Brand Ambassador: All team members are expected to comport themselves in a manner that  is fitting with the organization; represent the Ranch both on and off-campus, as well as online  and on social media, keeping in mind that positivity and professionalism are expected and  appreciated. 

Other Duties:

• The descriptions above are intended to describe the general nature and level of work being  performed in this role. They are not to be construed as an exhaustive list of all  responsibilities, duties, and skills required of the role.  
  
  
• All personnel are required to perform duties outside of their normal responsibilities from  time to time, as needed.
  
  
• This role requires a flexible schedule including evening and weekend hours as needed, and particularly intense time demands in the summer months.
  
  
• This job description may be changed or updated at any time throughout employment.

Expected Skills and Qualifications:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail. 
• Strong interpersonal and customer service skills.
• Ability to work collaboratively and independently, manage multiple tasks, and meet deadlines. 
• Ability to maintain confidentiality and handle sensitive information.
• Proficiency in MS Office Suite and Google Workspace.

Physical Requirements:

• Sedentary work that primarily involves sitting/standing.
• The employee frequently is required to stand, walk and reach with hands and arms.
• Typical tasks as required to support work in and around art studios/facilities in a historic building space with uneven surfaces, stairs, gravel walkways, etc.