Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Position Title:

Administrator

Salary: $70,000 - $80,000

Status:
Full-time / Salaried / Regular / Exempt

Reports to:

Director of Knowledge and Systems

Catalyst of San Diego & Imperial Counties is a network of funders who are working to build an equitable, impactful, and collaborative social change ecosystem that improves the lives of all residents in California’s Southern Border region. With more than 40 years of history as a nonprofit, we bring a network of 100 funders together to learn, lead, and invest in addressing our region’s most pressing issues, and we do it all with equity squarely at the center of our work.

While our geographical footprint is distinctly local, together with our partners SoCal Grantmakers and Northern California Grantmakers we form Philanthropy California, a unified statewide voice for the philanthropic sector. Want to work with funders of all sizes to influence equitable funding practices in our region? Join our dynamic team.

The Administrator plays a central role in ensuring the organization runs smoothly day-to-day while delivering high-quality experience for members, partners, and staff. This role blends administrative execution, digital communications support, and operational coordination. The ideal candidate is highly detail-oriented, proactive, and takes pride in ensuring nothing falls through the cracks. In all aspects of their work, they connect the details to the bigger picture to create an experience with the end-user in mind, regardless of audience.

They are comfortable working across systems, managing multiple priorities, and serving as a reliable hub for internal coordination and external communication. They also enjoy working in a small organization that requires operating across departments and collaborating with colleagues at all levels.

• Manage organization-wide scheduling, including active calendar management for a busy CEO and ownership over suite-wide conference room calendar requests
• Coordinate meeting logistics, including room scheduling and catering and some note taking
• Proactively maintain office operations, including supplies, mail processing, and suite upkeep
• Support staff and board engagement activities (events, outings, internal gatherings, staff meetings)
• Manage document retention and digital file organization (e.g., Box)
• Maintain shared calendars (Outlook), ensuring events and key dates are accurate and up to date and ensuring consistent staff-wide use
• Coordinate general inquiry channels, including the info@ inbox and main phone line, directing queries and responding promptly

• Update Catalyst’s website, including creating event pages and maintaining the job board.
• Draft and manage administrative elements of Catalyst’s biweekly newsletter
• Organize and maintain Catalyst’s digital asset library.
• Coordinate sponsor benefit fulfillment for events and programs, operating in collaboration with communications and fundraising staff
• Provide general administrative support for the communications team and assist with additional projects as needed

• Maintain accurate and up-to-date contact and account records
• Track membership dues and engagement (attendance records and meeting notes) in CRM and run reports for staff
• Enter and track new opportunities, including pledged and received revenue, operating independently based on inputs shared by other staff and seeking additional inputs proactively when needed
• Generate acknowledgment letters and support donor/member communications
• Maintain and update listservs and distribution lists
• Generate invoices and support payment tracking in coordination with membership,…