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Apr 6 / BARD CEP

Administrator Coordinator-Los Altos Hills, CA

Organization: Hidden Villa

Position Title: Administrator Coordinator

Location: Los Altos Hills, CA

Hours and Compensation: Full time, non-exempt position

Application Deadline: April 18th 2014, 4:00 p.m.


Job Description:

Hidden Villa (HV) is a nonprofit educational organization that uses its organic farm, wilderness and community to teach and provide opportunities to learn about the environment and social justice. Hidden Villa stretches over 1600 acres of open space in the foothills of the Santa Cruz Mountains, about 40 miles south of San Francisco. Our mission is “to inspire a just and sustainable future through our programs, land and legacy.” We are seeking an energetic, responsible team member to fill our Administrative Coordinator position


Position description:

The Administrative Coordinator provides support for the Executive Director, particularly in communication with the Hidden Villa Board of Trustees, Board Committees and staff. The Administrative Coordinator also provides support to the Director of Finance and Administration. This position is under the supervision of the Executive Director and is in the Administration Department.

Working hours: Monday-Friday, 40 hours per week typically between the hours of 8:00-5:00 p.m., with one evening per month for Board meetings and 2-3 weekends per year for the Board retreat/special events. This position is non-exempt, full time.

Responsibilities include:

  • Support the Executive Director and Director of Finance and Administration: Provide timely support and manage calendars for both ED and Dir. of Finance and Admin.
  • Provide gracious and effective communication: Both spoken (answering main phone line, greeting visitors in the front office, etc.) and written to all HV constituents (correspondence, newsletter articles and reports for ED, weekly internal newsletter)
  • Support Administrative functions: Assist Dir. of Finance and Admin. in HR responsibilities (such as: job descriptions, job postings, resume screening, new employee orientation, exit interviews) and with management of commercial insurance, policy and procedure updates, staff trainings, and IT coordination)
  • Serve as Board liaison: Preparing all packets for board meetings and committees, scheduling, logistics and catering, and be the primary communication link between staff and Board.
  • General office management: Including maintaining front office, office equipment, ordering supplies, sending/sorting mail, making bank deposits, responding to all email, phone and personal inquiries in a timely manner.
  • Coordination of administrative staff: Working with other administrative staff as a cross functional team to provide professional support.
  • Coordination/support for internal meetings/events:Coordinate, schedule, logistics, agendas, materials for all Leaf team (leadership team), Manager’s and all staff meetings. Assist with program events as needed, especially in Development.
  • Updates to HV Website: Coordinate with all departments to provide timely update/refresh of information on the Hidden Villa website.


Performance Appraised by: Executive Director

Essential and Useful Skills, Education, Experience and Personal Qualities

Candidates for this position must have a bachelor’s degree and/or two years relevant work experience. S/he must possess excellent communication skills. Proficient in MS Office – Word, Excel, PowerPoint, Outlook – and knowledge of other applications including PageMaker, PhotoShop, Acrobat is required. Previous experience with databases is desired. Hidden Villa staff are people who want to work in a workplace committed to diversity, humanitarian values and environmental stewardship. Ideal candidates would see the position as a growth opportunity.

The ideal candidate is a cheerful and self-confident person who has the ability to work independently and calmly under deadline(s). S/he will also have the ability to work flexibly and cope with frequently changing priorities, and the aptitude to anticipate and plan for organizational and management needs. A strong interest in nonprofit administration is important. An ability to manage details while focusing on the “big picture” is essential. The position provides an opportunity to work closely with the Executive Director and Director of Finance and Administration on diverse administrative, human resource, finance, fund raising and public relations projects as well as providing clerical support. Experience in and/or an aptitude for graphic design would be desirable. Candidates should subscribe to the mission and values of Hidden Villa and wish to seek opportunities to work with people of diverse backgrounds. This is a unique opportunity for professional growth in beautiful surroundings and with an excellent staff.


This is a full time, non-exempt position (40 hours per week typically between the hours of 8:00-5:00 p.m., Monday through Friday, occasional evening and infrequently weekend meetings)

Benefits: Hidden Villa provides a generous employee benefits plan including health, vision, dental and life insurance. A 403(b) plan with employer match is also available.

Documentation establishing your right to work in the United States is required along with submission of fingerprints and the subsequent successful background check. Must have a valid California Driver’s License. Must be able to lift 25 lbs.

Hidden Villa is a nonsmoking environment.


How to apply


Please send your resume with cover letter to:[email protected] or mail to Personnel, Hidden Villa, 26870 Moody Road, Los Altos Hills, CA 94022; deadline for applications is Friday, April 18th, 4:00 p.m.

Hidden Villa is committed to diversity in our workplace and our programs.

We do not discriminate against any protected class

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