Join the team
Greater Clark Foundation (GCF) is seeking an administrative support professional to provide executive, team, and board liaison support as part of our small, collaborative team. This position is based in Winchester, KY and plays a key role in keeping daily operations running smoothly, supporting the President & CEO, coordinating board activities, and ensuring that the Foundation’s work is carried out with efficiency, professionalism, and care.
Executive & Administrative Coordinator
This position provides high-level administrative support to the President & CEO and the Greater Clark Foundation (GCF) team. The role ensures smooth operations across executive priorities, board governance, and organizational administration.
Core Responsibilities
1. Executive & Administrative Support
Provide high-level administrative assistance to the President & CEO and team members as requested, including scheduling meetings, arranging travel, and preparing expense reports.
Manage calendars for the President & CEO and other staff as needed, monitoring deadlines and key dates.
Coordinate incoming and outgoing communications by receiving, routing, and responding to inquiries, and ensuring appropriate follow-up with staff or external contacts.
Prepare, review, and edit correspondence and documents for distribution or the President’s signature, ensuring accuracy, professionalism, and completeness.
Safeguard confidentiality of the President’s Office and GCF by exercising sound judgment, discretion, and professionalism.
Anticipate and resolve challenges by applying proactive problem-solving and escalating mission-critical issues when needed.
Maintain accurate organizational records, including digital files, contracts, grant agreements, personnel files, and contact databases.
Support HR and finance functions by assisting with staff onboarding, benefits paperwork, and processing invoices, reimbursements, and credit card reconciliations.
2. Office & Operations
Coordinate logistics for internal and external events, including staff retreats, board activities, and community convenings (venue booking, catering, and materials).
Support staff use of office systems, including scheduling software, customer relationship management (CRM) and grant management systems (basic troubleshooting and data entry).
Coordinate with vendors and assist with day-to-day office operations to ensure smooth functioning of the workplace.
Refer inquiries or problems to appropriate offices or staff, follow up to ensure resolution, and maintain professional courtesy in all responses.
Greet and receive visitors or callers to GCF, responding in a timely manner to inquiries from diverse stakeholders (board members, nonprofit partners, government officials, and the public).
Monitor and order office supplies, maintaining fully stocked supply areas and equipment such as copiers and printers.
Set up and troubleshoot equipment for meetings (e.g., speakers, projectors, laptops) or coordinate with IT support as needed.
3. Board Liaison Responsibilities
Support the President & CEO and Board Chair in planning and organizing board and committee meetings, including agendas, materials, invitations, logistics, and follow-up.
Assist with board governance by maintaining and updating bylaws, policies as directed, and accurate board records.
Coordinate preparation and distribution of board communications and materials (in partnership with Communications), including:
Monthly board email newsletter
Quarterly board book
Updates to the online board portal
Support board member engagement by coordinating onboarding, committee assignments, volunteer opportunities, recognition, and participation records.
Serve as a primary point of contact for routine board communications and ensure timely responses to inquiries and requests.
Qualifications
Demonstrated experience providing administrative or executive support in a professional setting; experience in nonprofit or philanthropy is welcome, but not required.
Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain attention to detail.
Excellent communication skills, both written and verbal, with the ability to draft, edit, and proofread professional correspondence and documents.
Proficiency in Microsoft Office, with comfort learning and using databases, scheduling tools, and other office technologies.
Ability to coordinate projects and logistics, anticipate needs, and solve problems independently while also working effectively as part of a small, collaborative team.
Work Environment & Structure
This is an in-office position based in Winchester, KY. The Administrative Coordinator role is part of a small, collaborative team environment, working closely with and reporting directly to the President & CEO while providing support to the entire GCF team as needed.
Compensation & Benefits
The Greater Clark Foundation offers a competitive total compensation package. The base salary for this position is anticipated to fall between $50,000-60,000, with actual compensation determined by skills, qualifications, and relevant experience.
GCF provides a strong benefits package, including:
Fully paid medical and dental insurance premiums for employees and dependents
Generous employer-paid retirement contribution beginning at the start of employment.
Annual professional development funds
Substantial paid vacation and holiday time, including office closure during the last week of the year
GCF prefers employees to live in Clark, Powell, or Estill County, KY, and requires all employees to reside within a reasonable commuting distance of the Winchester office.
About Greater Clark Foundation
Greater Clark Foundation (GCF) is a health legacy foundation and grantmaker in Winchester, Kentucky, where Appalachia meets the Bluegrass. We work locally with the belief that systemic change is needed to create a just, equitable, and healthy society. Our investments focus on social determinants of health, especially civic health – how communities organize to define and solve shared challenges. By fostering mutual accountability and meaningful participation, we aim to ensure that equitable intentions can lead to equitable outcomes. Read our full Core Beliefs here.
TO APPLY
Please submit your résumé and a brief cover letter describing your interest in this position and how your skills align with the responsibilities outlined.
Email materials to timothy@clarkambition.org with “GCF Coordinator Application” in the subject line. All applicants will receive a response confirming receipt of their materials, and selected candidates will be contacted regarding next steps in the process. Applications will be reviewed on a rolling basis.