Business Operations Coordinator

1 month ago

San Rafael, California, United States Strategic Energy Innovations Full time
Job Title: Business Operations Coordinator

We are seeking a highly organized and detail-oriented Business Operations Coordinator to support our Executive Director in coordinating operations and recruitment efforts. The ideal candidate will thrive in a fast-paced environment and excel at turning complexity into simplicity.

Key Responsibilities:
  • Support the recruitment process, including posting job openings, screening resumes, reference collection/review, staff training, scheduling interviews, and managing candidate communications.
  • Identify and implement process improvements to enhance efficiency and productivity across administrative and recruitment functions.
  • Organize and coordinate staff events, contribute creative ideas to staff engagement, and support overall staff well-being.
  • Manage the Executive Director's calendar and meetings, coordinate speaking engagements, conference attendance, and external meetings, and support their travel arrangements.
  • Prepare and organize meeting agendas, record notes, follow up on action items, and track meeting outcomes.
  • Handle correspondence, including drafting and proofreading emails, reports, meeting highlights, and other documents.
  • Effectively address and resolve administrative and recruitment-related issues.
  • Maintain and update databases, including candidate tracking systems and contact lists.
  • Perform general office tasks such as digital filing, data entry, and maintaining office supplies.
  • Assist in the preparation of presentations, reports, and other materials as needed.
  • Support special projects and initiatives as assigned by the Executive team, including conducting research.
  • Serve as a point of contact between teams and coordinate with departments to ensure the smooth execution of cross-functional projects.
  • Handle sensitive and confidential information with discretion and maintain a high level of professionalism.
  • Coordinate and complete timesheets and expense reports for the Executive Director.
What We Offer:
  • Greater work-life balance and better personal wellbeing.
  • Competitive wages start from $33.00/hour to $36.00/hour, based on experience.
  • 403(b) Retirement Plan, with employer match after one year.
  • Generous paid time off, including 2 weeks vacation, 14 paid holidays, and sick time.
  • We fully cover the medical, dental, and vision healthcare insurance premiums for you and your dependents.
  • The chance to excel in your strengths, working in areas where you're naturally talented and professionally trained.
  • A fair and inclusive workplace dedicated to making real and meaningful changes.
Requirements:
  • Report to our San Rafael, CA office on a hybrid basis (typically 3 days remote and 2 days in the office).
  • At least 2 years of experience in administrative support, human resources, recruitment, or managing complex logistics and scheduling.
  • Some education or a degree in Business Administration, Human Resources, Nonprofit Management, or a related field is a plus.
  • Tech-savvy with the ability to pick up quickly. Proficiency in a variety of software applications including Microsoft Office Suite, Google Workspace, and project management tools (e.g., Asana, Trello). Familiarity with recruitment/HR software (e.g., Applicant Tracking Systems) or Salesforce is a plus.
  • Demonstrated ability to manage complex calendars, schedule meetings, and coordinate events efficiently and accurately.
  • Proven experience in identifying inefficiencies, developing streamlined processes, and implementing solutions to enhance productivity.
  • Superior organizational skills with the ability to manage multiple tasks, prioritize effectively, and maintain impeccable attention to detail.
  • Excellent verbal and written communication skills with the ability to interact professionally with executives, candidates, and staff.
  • Experience in recruiting or human resources, including support in the recruitment lifecycle.
  • Strong analytical skills with the ability to troubleshoot issues and provide practical solutions.
  • Demonstrated ability to handle confidential information with discretion and maintain a high level of professionalism.
  • Ability to thrive in a fast-paced, ever-changing environment and adapt to shifting priorities and deadlines.
  • Takes the initiative and completes work without undue supervision. Keeps track of responsibilities and meets deadlines and goals.
  • Commitment to cultivating a diverse, equitable, and inclusive work environment.
  • Personal qualities of integrity, credibility, and a commitment to SEI's mission and values.
Diversity, Equity, & Inclusion:

We seek candidates who share SEI's commitment to equity and environmental justice, and who share a commitment to work and learn within an anti-oppression framework. Persons of color, persons with disabilities, and members of the LGBTQ+ community are strongly encouraged to apply. SEI is proud to be an equal-opportunity employer and is committed to promoting diversity, inclusion, and equity. We believe that a wide array of perspectives contributes to creative climate solutions where all communities thrive. We strive to reflect diverse communities, especially those most impacted by climate change and other kinds of environmental, social, and economic injustices.

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