Executive & Administrative Coordinator

Efshar Project | Part-Time Independent Contractor Location: Remote/Hybrid; Denver-area preferred

Reports to: Executive Director

Time Commitment: Approximately 10 hours/week

Schedule: Flexible, with some availability during Mountain Time business hours;

Compensation: $30–$35/hour, commensurate with experience

About Efshar Project

Efshar Project strengthens Jewish early childhood education in Colorado by investing in educators, supporting early childhood programs, expanding access for families, and building partnerships across the Jewish community and Colorado’s broader early childhood system.

We are a small, entrepreneurial nonprofit with an ambitious agenda and a highly collaborative team. As Efshar continues to grow, we are investing in the people, systems, and technology that allow our team to spend more of its time on the work where we can have the greatest impact.

About the Role

Efshar Project is seeking an exceptionally organized, proactive, and tech-savvy Executive & Administrative Coordinator to provide approximately 10 hours per week of executive, Board, scheduling, and administrative support.

This is a great role for someone who genuinely enjoys making things run smoothly: calendars are accurate, meetings are scheduled, materials are ready, records are organized, follow-up does not get lost, and details are handled without requiring significant oversight.

The Coordinator will primarily support Efshar’s Executive Director and Board of Directors. The role requires someone who can listen to a request, determine the practical next steps, handle what they can independently, and proactively flag what requires a decision.

We are particularly interested in someone who anticipates rather than simply reacts—someone who looks at next week’s calendar and recognizes what needs to happen this week.

Efshar is also building a separate Operations & Strategic Initiatives function responsible for broader organizational systems, project management, strategic execution, and cross-team accountability. This Coordinator role is intentionally different: its focus is excellent administrative execution and executive support.

Technology is an important part of how Efshar works. The Coordinator will use Monday.com, Google Workspace, AI, and automation to make administrative work more efficient, but does not need to be an AI developer or technology expert.

Core Responsibilities

Executive & Administrative Support

• Manage the Executive Director’s calendar and coordinate meetings, including scheduling, confirmations, changes, Zoom links, locations, and logistics.
• Participate in brief regular check-ins with the Executive Director to review immediate priorities, upcoming meetings, deadlines, and administrative follow-up.
• Use Monday.com to capture and track the Executive Director’s administrative tasks, commitments, and follow-up.
• Anticipate upcoming needs and help ensure the Executive Director has necessary information and materials before meetings.
• Organize administrative requests and translate broad requests into practical next steps.
• Track routine follow-up and communicate progress proactively.
• Provide occasional administrative support for correspondence, research, travel, events, and special projects.
• Promptly flag competing priorities, delays, missing information, or questions requiring a decision.
• Handle confidential and sensitive information with excellent judgment and discretion.

The goal: The Executive Director spends substantially less time scheduling, organizing, searching for information, remembering follow-up, and managing routine administrative details.

Board & Committee Administration

• Coordinate Board and committee calendars, meetings, communications, and logistics.
• Assemble and distribute meeting materials using established processes and templates.
• Maintain Board and committee rosters, contact information, terms, and distribution lists.
• Support Board member onboarding and offboarding.
• Maintain organized Board records, minutes, resolutions, policies, and governance documents.
• Maintain Efshar’s Board Google Site and keep information current and accessible.
• Track routine Board deadlines and administrative follow-up.
• Support Board communications and meeting preparation as needed.

The Coordinator manages the administrative machinery surrounding Board work so the Executive Director and Board leadership can focus on governance, strategy, relationships, and meaningful discussion.

Meeting, Event & Organizational Support

• Coordinate meeting locations, technology, food, registration, and other logistics as needed.
• Prepare agendas and materials using established templates.
• Ensure participants receive necessary information in advance.
• Assist with meeting notes and action-item capture when requested.
• Enter and track administrative follow-up in Monday.com.
• Assist with occasional organizational events, convenings, and travel logistics.
• Monitor upcoming meetings and deadlines so routine preparation happens early rather than at the last minute.

Administrative Systems & Digital Organization

• Keep assigned Monday.com tasks, deadlines, statuses, and recurring administrative workflows current.
• Maintain organized Google Drive folders, shared calendars, contact lists, templates, and other administrative resources.
• Follow established document naming, filing, and record-management practices.
• Maintain recurring administrative checklists and templates.
• Support routine data entry and record maintenance as needed.
• Identify simple opportunities to make recurring administrative processes easier and more efficient.
• This role will use and maintain Efshar’s administrative systems. Broader organizational systems, strategic project management, dashboards, and cross-team accountability are owned through a separate Operations & Strategic Initiatives function.

AI, Automation & Technology

Efshar believes technology should reduce administrative burden—not create another layer of work.

The Coordinator will:

• Use AI tools to assist with meeting preparation, summaries, routine research, drafting, information organization, and administrative follow-up.
• Use Monday.com, Google Workspace, and other technology effectively in day-to-day administrative work.
• Use and maintain established AI prompts, templates, and administrative workflows.
• Identify repetitive administrative tasks that could be simplified or automated.
• Help test and implement straightforward administrative automations when useful.
• Apply appropriate human review, judgment, confidentiality, and data-security practices when using AI.

You do not need to be an AI developer, automation expert, or Monday.com administrator. You should be curious about technology, comfortable learning new tools, and interested in using them to work more efficiently.

What We’re Looking For

Above all, we are looking for someone who is reliable, anticipatory, detail-oriented, and comfortable taking ownership.

The strongest candidate will:

• Be exceptionally organized and attentive to details.
• Follow through consistently without requiring repeated reminders.
• Naturally think a step or two ahead.
• Notice small errors, missing information, and unfinished follow-up.
• Enjoy administrative work and take pride in making things run smoothly.
• Have experience in executive assistance, administration, Board support, operations coordination, or a related role.
• Be comfortable working independently and managing multiple requests and shifting priorities.
• Communicate clearly and professionally.
• Be highly proficient with Google Workspace.
• Have experience with Monday.com or a comparable work-management platform—or be able to learn it quickly.
• Be comfortable using generative AI tools such as ChatGPT and interested in continuing to learn.
• Be resourceful and willing to figure out routine problems independently.
• Exercise excellent judgment and discretion with confidential information.
• Know when to make a decision independently and when to ask for direction.
• Be comfortable working with a small, collaborative team in a fast-moving organization.

Experience with nonprofit organizations, nonprofit Boards, executive support, Monday.com, CRM/database systems, AI tools, or administrative automation is helpful but not required.

The Right Person for This Role

This role may be especially appealing to an experienced professional who intentionally wants a small, flexible, meaningful position—for example, someone balancing other professional work or family commitments, returning to the workforce, or building a portfolio of part-time work.

We care much more about finding the right person than following a traditional career path.

You might be a particularly good fit if you:

• Notice the missing attachment before an email goes out.
• Look at next week’s calendar and realize materials need to be prepared now.
• Follow up on something without needing to be reminded.
• Enjoy organizing information that other people find overwhelming.
• Create a checklist after doing something once so it is easier the next time.
• Put a commitment into Monday.com rather than trusting someone’s memory.
• Are curious about whether technology could eliminate a repetitive administrative task.
• Prefer figuring out routine details and bringing back a solution rather than waiting for step-by-step instructions.
• Can hear a broad request and determine the practical administrative steps required to complete it.
• Take satisfaction in being the person others trust to have the details handled.

Success in This Role

After the initial onboarding period, success will mean:

• The Executive Director spends significantly less time scheduling meetings and handling routine administrative details.
• Calendar coordination is accurate, responsive, and reliable.
• Upcoming meetings and deadlines are anticipated rather than handled at the last minute.
• Meeting materials and relevant information are ready when needed.
• Board and committee administration runs smoothly and predictably.
• Administrative commitments and follow-up are reliably captured and completed.
• Monday.com provides an accurate view of the Executive Director’s administrative tasks and follow-up.
• Organizational records and digital resources are organized and current.
• Recurring administrative processes are documented and increasingly easy to execute.
• AI and automation are used selectively to make administrative work more efficient.
• The Executive Director does not need to repeatedly check whether assigned administrative work has been completed.
• When this person owns an administrative task, the team trusts that it will get done—and get done well.

Time Commitment & Working Relationship

This is an independent contractor position averaging approximately 10 hours per week. Hours may vary somewhat around Board meetings, organizational events, and occasional high-volume periods.

The schedule is flexible, but this is not a role in which all 10 hours can be completed in one block. Because scheduling, follow-up, and executive support happen throughout the week, the Coordinator should have some availability during Mountain Time business hours on multiple days each week.

The Executive Director and Coordinator will establish a brief, regular check-in rhythm, particularly during onboarding. Check-ins are intended to be short and efficient and may decrease in frequency as systems and working rhythms become established.

Compensation

$30–$35/hour, commensurate with experience.

How to Apply

Please submit your résumé and brief responses to the three questions below. A formal cover letter is not required.

1. What interests you about this role, and why does an approximately 10-hour-per-week position fit what you are looking for right now?
2. Tell us about a time you anticipated something a leader or team needed before you were asked. What did you notice, and what did you do?
3. Share one example of how you have used technology, AI, automation, or simply a better process to make an administrative task easier or more reliable.

Please keep your responses concise; a few sentences for each question is plenty.

Email your résumé and responses to Candace Lyons at with the subject line “Executive & Administrative Coordinator.”

Applications will be reviewed on a rolling basis. Selected candidates will be invited to a brief initial conversation. Finalists may be asked to complete a short, paid work simulation designed to reflect the type of administrative judgment and organization required in the role.

Efshar Project welcomes candidates with a range of professional and personal backgrounds. We are particularly interested in people who bring strong judgment, reliability, curiosity, and a commitment to helping others do their best work.