Board & Operations Coordinator

Organization

The Bristol Bay Foundation, a non-profit 501(c)(3) established in 1991, is committed to encouraging BBNC shareholders and descendants to pursue educational opportunities while preserving the rich cultural heritage of the Bristol Bay region. Our foundation operates scholarship programs, cultural and heritage grants, and engages in fundraising to empower and uplift our community.

Job Summary

The Board & Operations Coordinator plays a vital role in supporting the governance and assisting with the day-to-day operations of the Bristol Bay Foundation (BBF). This position coordinates board and committee logistics, manages internal communications and oversees essential office functions. The ideal candidate is highly organized, detail-oriented, and committed to creating meaningful experiences that reflect BBF’s values and strengthen relationships with board members, donors, partners, and the broader Bristol Bay community.

Essential Duties & Job Functions

Board and Committee Engagement – 40% of role

· Serves as the primary liaison to BBF's Board of Directors, coordinating logistics including travel, reimbursements, scheduling, and timely communication.

· Manages the annual calendar for Board and Committee meetings, as well as ad hoc work groups and planning sessions.

· Develop meeting timelines and draft agendas and coordinates the preparation of Board and Committee materials, establishing deadlines and working with program, finance, and other staff to ensure reports and materials are completed and submitted on time.

· Compiles and distributes Board and Committee meeting materials and manages materials and governance information through BBF's OnBoard online portal.

· Records and finalizes accurate minutes for Board and Committee meetings and maintains Board governance records, including terms, committee assignments, policies, resolutions, and other key documents.

· Coordinates meeting logistics, including room setup, meals, technology, travel, lodging, and support for in-person and virtual participation.

· Coordinates logistics for BBF's annual Board retreat and annual in-region Board meeting, including travel, site visits, and related activities.

· Supports onboarding and orientation of new Board and Committee members and provides additional coordination and support for BBF's Youth Board Member.

Records & Information Management – 20%

· Serves as BBF's lead coordinator for organizational records and shared file management, with responsibility for maintaining an organized, accessible, and consistent shared file system.

· Leads BBF's ongoing Teams and SharePoint file organization and cleanup efforts in partnership with BBNC's Records and Information Management (RIM) team.

· Works across departments to establish and maintain consistent file structures, naming conventions, retention practices, and archiving processes.

· Regularly reviews shared files and works with staff to address outdated materials, duplication, inconsistent filing, and other records-management needs.

· Helps staff understand and consistently use BBF's shared file and records-management systems and coordinates periodic records cleanup and archiving activities.

· Supports records continuity during staff transitions by helping ensure organizational files are appropriately transferred, organized, and retained.

· Develops and maintains BBF's shared organizational contact system, working with staff to establish a consistent process for capturing and maintaining contact information for partners, community members, vendors, and other external relationships so that key organizational contacts are accessible across the organization.

Organizational Meetings & Coordination – 15%

· Coordinates the development and formatting of the President’s Report to the Board of Directors by gathering input from staff, ensuring alignment with meeting agendas and organizational updates.

· Manages the scheduling, planning, and logistics for BBF staff meetings and weekly updates, including coordinating with staff leads to ensure agendas, setting up the room, distributing notes, and follow-up coordination.

Organizational Logistics and Facilities Support - 15%

· Maintains tracking systems for BBF-owned assets, including equipment and furniture, and manages refresh schedules.

· Orders and inventories office supplies while adhering to approved budgets, including office snacks and supplies

· Oversee the upkeep and organization of BBF’s office space

· Acts as the primary liaison with building management and maintenance staff for any facility-related needs

BBNC & Events Coordination -10%

· Serves as a coordination point for BBF's participation in key BBNC activities, including the Bristol Bay Leadership Forum, regular shareholder informational meetings, BBNC Annual Meeting, and other events requiring BBF participation.

· Coordinates BBF's Shareholder Corporate Relations (SCR) Committee quarterly reports by adhering to corporate timelines, gathering information from staff, and supporting timely submission.

Required Qualifications

· Two or more years of experience in board or governance support, nonprofit or business administration, organizational operations, administrative coordination, or a related field.

· Advanced proficiency with Microsoft Office and Microsoft 365 tools, including Outlook, Word, Excel, Teams, and SharePoint, with demonstrated ability to use technology to organize information and support efficient workflows.

· Demonstrated experience creating, maintaining, or improving administrative systems, such as shared file structures, calendars, tracking tools, meeting processes, templates, or other organizational workflows.

· Strong ability to learn and become a primary user of organizational technology platforms, including BBF's OnBoard board management system and other administrative systems.

· Experience coordinating work involving multiple contributors, deadlines, and deliverables.

Knowledge, Skills, and Abilities

· Exceptional organizational skills and attention to detail, with the ability to manage multiple timelines, deadlines, and recurring responsibilities.

· Strong systems orientation, with the ability to identify opportunities to create clearer, more efficient, and more consistent administrative processes.

· Ability to create and maintain practical organizational tools and systems that are easy for others to understand and use.

· Strong follow-through and a demonstrated ability to keep work moving by communicating deadlines, providing reminders, and following up with others as needed.

· Comfort learning new technology and troubleshooting routine issues independently.

· Excellent written and verbal communication skills, including the ability to prepare accurate, professional meeting materials, correspondence, and records.

· Ability to work independently while coordinating effectively across departments and with Board members and organizational leadership.

· High level of professionalism, discretion, sound judgment, and respect for confidential information.

· Strong interpersonal skills and ability to work effectively with Board members, staff, youth, Elders, partners, and community members.

· Familiarity with the Bristol Bay region, Alaska Native organizations, or Indigenous communities is preferred.

Work Environment

· Work environment includes various locations in office and other public buildings and use of computer, audio/visual and general office equipment

· Limited travel to rural and remote villages in the Bristol Bay region by small plane

Physical Demands

· Sitting, standing, walking and occasional lifting up to 25 pounds

Disclaimer(s)

BBNC aspires to provide benefits to its shareholders by creating employment opportunities for BBNC’s shareholders and their families. Therefore, in accordance with ANCSA and other Federal laws, BBNC grants an employment preference to BBNC shareholders, their spouses and their descendants who meet the qualifications of the position. Specific questions regarding this policy may be directed to the Shareholder Development or Human Resources Departments. For purposes of this section, “descendants” includes adopted children and foster children in the immediate household of a BBNC shareholder.