Operations Coordinator

California Environmental Voters is committed to advancing climate justice across California. They are seeking an Operations Coordinator to provide essential administrative and operational support to the Senior Leadership Team and Human Resources, ensuring efficient functioning of the organization.

Responsibilities

• Manage complex calendars for the Senior Leadership Team, ensuring alignment with organizational priorities
• Schedule and coordinate travel arrangements for leadership and staff
• Prepare agendas, generate reports, create presentations, and support meeting logistics including conference calls and virtual meetings
• Prepare written responses to routine inquiries and draft correspondence, memos, and emails
• Credit management - maintain online credit card request form, transfer submissions to a tracking spreadsheet, ensure proper coding and documentation, and manage receipt collection and reconciliation of recurring charges
• Oversee the contract preparation process — drafting contracts, obtaining approvals and signatures, distributing executed documents, and maintaining organized contract files
• Receive, review, and process invoices and reimbursements for accuracy and policy compliance, including reimbursements for Senior Leadership
• Receive deliveries; open, sort, and distribute incoming correspondence
• Maintain and order office supply inventories and coordinate maintenance of office equipment
• Assist with Intranet maintenance, including uploading new hire photos and updating content as needed
• Maintain electronic and hard copy filing systems
• Greet and assist visitors; maintain polite, professional communication via phone, email, and mail
• Perform general clerical duties including photocopying, scanning, and mailing
• Resolve administrative problems and inquiries
• Other duties as assigned

Skills

• Proven administrative or operations support experience, with a strong track record of reliability and accuracy
• Proficiency in Microsoft 365, including Teams, OneDrive, Word, Excel, PowerPoint, and Outlook
• Excellent written and verbal communication skills
• Strong organizational and time management skills with the ability to manage multiple priorities without dropping the ball
• High degree of attention to detail and problem-solving ability
• Experience with data entry and comfort working with spreadsheets and tracking systems
• Ability to anticipate the needs of others and ensure a seamless, positive experience
• Comfort working in a fast-paced environment with shifting priorities
• Knowledge of and commitment to diversity, equity, and inclusion
• Ability to engage with diverse staff and leadership to foster collaboration across departments
• Experience with project coordination or event logistics
• Familiarity with office equipment such as printers, scanners, and mail systems
• Customer service background that supports positive interactions with external partners and colleagues
• Basic accounting knowledge for handling invoices and expense processing
• Knowledge of office management systems and procedures

Benefits

• Comprehensive benefits package, including health, vision and dental coverage, 401(k) with employer match, 12 days PTO, 12 holidays, a year-end office closure, and additional benefits that support employee well-being and work-life balance.
• Four Day Work Week: Two (2) days in office, two (2) days remote. However, there may be certain circumstances, like pressing deadlines or peak business periods, where it becomes necessary for the organization to temporarily switch to a five-day work week.

Company Overview