Role Title: Admin Coordinator, Finance and Administration

Reports to: Vice President, Finance and Administration

Department: Operations

Employment Classification: Full-Time

FLSA Status: Non-Exempt

Salary Band: MIN $74,000 | MID $93,000 | MAX $120,000

Grade: 6

About Borealis Philanthropy

Borealis Philanthropy is a powerhouse philanthropic intermediary dedicated to advancing justice—which, at its core, means building a truly inclusive, multiracial democracy. We partner with donors to funnel resources to grassroots movements led by historically under-resourced communities. And through responsive funding models, we support intersectional justice, narrative power, community safety and well-being, and economic equity—and the infrastructure they demand.

Our Vision
We envision a world where:

• We reckon with this country’s long history of racial injustice built on anti-Black racism, Native American genocide, exploitation of Black and Brown labor, and work to repair harm with all communities that have been impacted.

• Communities are connected and interdependent, and people share responsibility for one another.

• We have the collective power to have agency over our lives.

• Our political, social, civil, and economic systems and institutions are representative of, and responsive to, all communities.

• Everyone leads joyful, vibrant, and free lives.

Role Overview

We are seeking an Admin Coordinator to support the Vice President of Finance and Administration.

Responsibilities

• Manage VP’s calendar and schedule.

• Solicit and review meeting requests, prioritize appointments, and coordinate scheduling with internal and external parties.

• Identify and reserve meeting space and arrange off-site meeting locations.

• Regularly review scheduled meetings, re-evaluate priorities, and modify previous scheduled appointments to ensure there are no double-bookings and that meetings are evenly distributed.

• Maintain VP’s communications and correspondence.

• Review, sort, prioritize, and, upon request, respond to VP’s emails and other forms of communication.

• Ensure that all necessary messages are read, tracked, and answered in a professional and timely manner, while providing excellent customer service.

• Maintain confidentiality related to sensitive information about staff, board members, and contractors.

• Assist VP in multiple projects and initiatives at once by uploading key data and other information into Asana, helping to set key benchmarks and deadlines, and monitoring progress towards completion, all while keeping the VP regularly updated.

• Plan and coordinate group meetings, including monthly Operational Leadership meetings, biannual Operational Leadership Huddles, and other important team meetings and events.

• Handle meeting logistics, ensure the timely development and distribution of meeting agendas in advance, and take meeting notes upon request.

• Assist in providing administrative oversight by reviewing the monthly credit card reports of the Directors of Finance, Operations, and People and Culture, ensuring that every expense has the required documentation.

• Review and approve PTO requests at VP’s direction.

• Other administrative tasks as requested, including but not limited to supporting search and hiring efforts, assisting with work planning, budget development, and performance management activities, and providing support to the Directors of Finance, Operations, and People and Culture upon request.

• Perform other related duties as assigned.

Education and Experience

• Strong familiarity with Google Workspace, including managing Gmail and Google Calendar.

• Associate’s degree in business administration or related field preferred; equivalent experience accepted

• 2–4 years of administrative support experience in a fast-paced, professional environment

• Experience managing calendars, scheduling, and coordinating meetings or events

• Prior experience supporting multiple team members or departments is a plus

• Experience using systems and tools like Salesforce, Zoom, Google Suite, Slack, and Asana is required.

Competencies (Knowledge, Skills, and Personal/ Behavioral Attributes)

• Comfort working with and being responsive to a highly diverse workforce, including staff who identify themselves as people of color, LGBTQ+, and disabled.

• Commitment to Borealis’ vision and values

• Strong organizational skills with the ability to manage multiple priorities and deadlines

• Clear, professional communication skills—both written and verbal

• High attention to detail and accuracy in all work

• Ability to maintain confidentiality and handle sensitive information with discretion

• Ability to work independently and collaboratively in a fast-paced environment

• Adaptability and comfort navigating shifting priorities or new processes

Advancement Statement

Borealis Philanthropy is committed to supporting staff growth, development, and long-term success. While advancement opportunities vary by team and organizational needs, employees can expect to grow through increased responsibilities, skill-building, and leadership opportunities over time. Progression at Borealis is based on demonstrated competencies, strong performance, and alignment with our values and strategic direction. As the organization evolves, new roles and pathways may emerge, and staff are encouraged to pursue development opportunities that prepare them for future advancement.

Work Environment (Conditions and Physical Demands)

This job operates in a professional, virtual, home office or co-working environment, with local and national travel. In line with Borealis’ commitments to racial equity and disability justice, our current policy is that no staff member travel or attendance at in-person meetings is required at this time. If team members are interested in attending in-person events, Borealis will, as needed, work to make reasonable accommodations to ensure their health and safety.

This role routinely uses standard office equipment, including a laptop computer and cell phone. The employee is generally required to spend long periods of time sitting, typing, and working at a computer. May require the ability to occasionally lift and transport items. Accommodations will be made based on ability and accessibility.

Commitment to Disability, Diversity, Equity, and Inclusion

Borealis is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, please contact nphr@borealisphilanthropy.org. Borealis is an equal opportunity employer and does not discriminate on the basis of race, sex, religion, national origin, gender identity or expression, sexual orientation, disability, age, or any other category protected by local, state, or federal laws. We are committed to building a diverse, equitable, and inclusive staff team. We strongly encourage applicants who are people of color, LGBTQ, women, trans and gender non- conforming people, people with disabilities; and/or formerly incarcerated people.