COO Executive Administrator

Cotati, California

Term of Employment: Regular, Full-time

(Note: this is not a remote position – candidate is expected to report daily to physical office at location below)

Animal Legal Defense Fund
525 E. Cotati Ave.
Cotati, CA 94931

Reports to: Chief Operations Officer

Position Objectives:

The Executive Administrator will fulfill the critical role of supporting the Chief Operating Officer, in order to advance the Animal Legal Defense Fund’s mission and goals. The person in this position performs executive administrative functions that include a wide variety of highly complex duties, and coordinates communications between the COO and senior executives, board members, directors, staff, vendors and donors.  The Executive Administrator will support the Chief Operating Officer and will be empowered to think outside of the box, be autonomous, make recommendations, and take ownership for administrative strategies and execution of specific tasks.

Essential Responsibilities

Executive Support

  • Create and manage annual administrative budget.
  • Plan, organize, coordinate, and direct office workflow for the COO ensuring timelines are met; and coordinate and oversee projects as assigned by the COO.
  • Receive, process, secure signatures, and appropriately route paperwork, including hiring documents, requisitions, and requests for payment.
  • Anticipate needs and initiate activities to resolve problems and respond to and assist the COO in resolving difficult and sensitive inquiries, complaints, and requests for information and assistance. Compose correspondence on own initiative for matters not requiring personal responses of the COO.
  • Prepare department and team meeting agendas and take minutes as assigned. Follow up with meeting participants after meetings to update action logs, and to document action items/next steps, responsible parties, and timelines.
  • Proactively manage and coordinate recurring and ongoing activities such as weekly team meetings, executive meetings, cross departmental meetings, vendor meetings, employee engagement initiatives and training.
  • Serve as lead for, and manager of, small projects.
  • Assist in the creation of documents for presentations.
  • Create correspondence independently on behalf of COO.
  • Convert concepts and ideas from discussions and meetings into reports, spreadsheets; agendas, briefing materials and presentation materials to analyze information or make business decisions.
  • Responsible for ensuring that the COO meets financial accountabilities, including creating and submitting timely monthly expense reports, orders, review of spend against budget and other policies.
  • Maintain close connection with program directors, Finance department, Operations Manager, In-House Counsel, and HR to ensure compliance and drive efficiencies.
  • Actively manage Microsoft Outlook calendars and related communication regarding incoming requests from internal and external stakeholders. In addition to basic scheduling functions, ability to anticipate and prioritize scheduling needs based on deadlines and deliverables. Must be able to react quickly and make decisions based on priority, minimizing disruptions and resolving schedule conflicts.
  • Make travel, meeting, and other event arrangements as needed.
  • Provide general correspondence via email, phone, and other means for communication with outside vendors and other key contacts.
  • Schedule and start GoToMeeting, Zoom and/or Teams conference calls as needed.
  • Create presentations, reports, and spreadsheets as requested.
  • Provide research on critical issues as requested, through internet-based searches and direct contact with relevant parties.
  • Responsible on a quarterly basis for combining multiple department PowerPoint reports into single document for the board.
  • Interface with Leadership Team for annual and quarterly business planning and reporting purposes.
  • Create and maintain electronic and paper filing systems as needed.
  • Arrange for COO to sign any documents requiring signature. Schedule notarization if necessary.
  • Create and update COO’s contacts.
  • Organize occasional events and meetings, including planning for meals onsite and offsite (e.g. vendor meetings, leadership team meetings, donor meetings, etc.)
  • Manage and oversee planning, attendance, and agenda for annual and regular all-staff meetings, Leadership Team meetings, Legal Strategy meetings and other meetings.
  • Oversee scheduling and distribution of quarterly staff performance evaluations.
  • Regularly execute special projects as assigned.
  • Provide occasional support to other senior executives, as directed by the COO.


  • Must have minimum 7 years of experience in similar position supporting executive level staff.
  • Bachelor’s degree from an accredited institution OR completion of an AA/AS degree or the equivalent and five years of complex administrative office work, including five years as an assistant to a high-level executive, manager, or administrator.
  • Experience creating and managing budgets.
  • Ability to compile information and write reports, business correspondence, and procedure manuals using correct English usage, grammar, spelling, punctuation and vocabulary.
  • Ability to learn quickly and apply specific laws, regulations, rules, policies and procedures of the department and functions to which assigned.
  • Ability to exercise good judgment and discretion in analyzing and resolving confidential, difficult and sensitive situations.
  • Ability to effectively present information in person or on the telephone.
  • Ability to analyze and independently problem solve complex issues.
  • Must be trustworthy and use discretion when handling highly confidential information.
  • Must be “computer literate” with strong working knowledge of common computer applications including Outlook, Word, Excel, PowerPoint, Adobe Reader, Skype, Web browsers, etc.
  • Must have excellent organizational and prioritization skills and be able to meet deadlines.
  • Must be able to think strategically and juggle multiple tasks and deadlines while maintaining composure.
  • Must have a positive attitude and be able to work cooperatively with others and function well in a team-oriented work environment.
  • Must have excellent interpersonal skills and be able to communicate effectively with staff, Board, donors, vendors, and the public.
  • Valid California driver’s license and insurance.
  • Must understand and be committed to the mission of the Animal Legal Defense Fund.
  • Must have excellent references relevant to similar positions held.

Work Environment:

The workplace is a busy, two-story office located in Cotati, California. The workplace environment is business casual and includes companion animals. Products made from animals or animal parts are prohibited in the office.

Salary and Benefits:

Competitive compensation package with comprehensive benefits

      • Comprehensive health care plan(s);
      • Flexible spending account (FSA);
      • Dental benefits;
      • Vision benefits;
      • Life insurance;
      • Generous Paid Time Off;
      • 11 paid holidays;
      • 401k retirement plan after one year of employment, with employer match up to 5% of annual salary;
      • Casual office environment includes companion animal

Please see for more information about our compensation, benefits and policies.

EOE Disclaimer:

The Animal Legal Defense Fund (ALDF) is committed to providing an employment environment which is welcoming of persons from diverse backgrounds and free from unlawful discrimination and harassment, and in which all legal rights of our employees are recognized and protected. ALDF conducts all internal and external operations, programs, and employment-related decision making (including hiring decisions) without regard to actual or perceived race, ancestry, color, religion, national origin, citizenship, immigration status, sex or gender (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender identity or expression, political affiliation, disability or medical condition (including physical, intellectual, or psychiatric), sexual orientation, marital status, military or veteran status, genetic information, age, or other protected category, and in compliance with all applicable federal, state, and local anti-discrimination and anti-harassment laws.

How to Apply:

Please no phone calls or emails.  To apply, please submit a resume and cover letter to


Clerkships, Internships, and Fellowships

The Animal Legal Defense Fund offers a list of our current internship, clerkship and fellowship opportunities plus additional opportunities at various law firms and non-profit organizations across the country.

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