Mental Health Initiative

Executive Operations Coordinator

Summary: Under the direction of the Chief of Staff, the Executive Operations Coordinator is responsible for a variety of high-level executive scheduling and operational support including reception, IT, facilities, operations, and other functions as assigned.

Essential Duties and Responsibilities: (include the following, other duties may be assigned):

Executive Operations Support:

  • Responsible for a broad variety of administrative tasks for the CEO including confirming extremely active calendar of meetings, arranging complex and detailed travel plans, and itineraries and compiling documents for travel-related meetings.
  • Works in coordination with Chief of Staff to ensure CEO’s schedule is strategically planned.
  • Prioritizes CEO’s conflicting needs; handles matters expeditiously, confidentially, proactively and follows through on projects to successful completion, often with deadline pressures.
  • Responsible for submitting CEO’s monthly expense reports and credit card reconciliations.
  • Serves as back up to the Executive Assistant to the Chief of Staff in performing complex and highly responsible administrative backup support and scheduling duties related to the activities for the Chief of Staff, including but not limited to completing expense reports, assisting with travel plans, assisting with itineraries, agendas, and compiling documents. Maintains a high level of organization with very high volume of complex information and multiple projects.

Reception & Facilities:

  • Responsible for office reception functions including, serving as visitor’s first point of contact by greeting, welcoming and directing them appropriately, notifies association personnel of visitor arrival.
  • Responsible for answering, screening and forwarding all incoming phone calls while providing basic information to members when needed, fields informational services and directory assistance. Schedules phone back-ups for reception support and managed VIOP phone system.
  • Receives and sorts all mail/correspondence/deliveries daily. Coordinates the pick-up and delivery of mail service, (FedEx, UPS).
  • Maintains permanent files for contracts and vendors, and overall operations policy documentation. Responsible for implementation on all polices for the department, and distribution via email.
  • Assists in maintaining office efficiency by planning and implementing office systems, layouts, and equipment procurement. Supports logistical projects like office relocations, workstation moves, and other property-related changes.
  • Oversees equipment check-out and maintenance.
  • Responsible for centralized purchasing including ordering, receiving, and distributing office supplies and other office related items.
  • Manages office supply inventory by checking stock to determine inventory level; anticipating needed supplies.
  • Schedules HQ conference room reservations adds them to master calendar and assists members/visitors with their reservations as needed.
  • Supports strategic initiatives and data projects, providing analytics as requested.
  • Documents processes and procedures related to office maintenance and support.
  • Publishes weekly schedule for HQ staff; distributes all office schedules to key vendors.
  • Assists with AGC HQ and regional office support and maintenance. Shall serve as point of contact and will maintain effective working relationships with office vendors and building management. Assists with managing other office logistics as assigned, including troubleshooting, managing tickets, and liaising with vendors.

IT Support:

  • Triage and troubleshoots problems related to IT and/or all IT vendors and/or systems on a daily basis.
  • Manages relationships with outside vendors, understands contracts and agreement terms, works with Chief of Staff on renewals and upgrades.
  • Responsible for IT inventory and equipment orders. Supports requests for temporary and permanent assignments of IT equipment.
  • Supports major IT projects. Acts as IT project coordinator as assigned.

Supervisory Responsibilities:   This job has no supervisory responsibilities.

Education and/or Experience:  Bachelor’s degree (B. A.) from four-year college or university preferred; or two to three years related experience and/or training; or equivalent combination of education and experience.

Certificates, Licenses, Registrations:  A current CA driver’s license and proof of auto insurance are required.

Location

West Sacramento, CA

Base Pay

$24-$26/hr

Employee Type

FT Non-Exempt

Min. Experience

2-3 Years

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