Operations Coordinator

Position Summary

The Operations Coordinator provides high-level operations and administrative support to CCME and City-led workforce activities. The Operations Coordinator supports the CCME Executive Director, who has a key leadership role responsible for overseeing and advancing the Mayor's workforce initiatives, as well as the overall needs of the unit’s senior leadership and team across all verticals in fulfillment of the unit’s Mission.

This position manages schedules, organizes meetings and appointments, handles correspondence, prepares reports and presentations, and maintains effective communication between the executive and other staff members or external stakeholders. This role will support data management, operations of programs and initiatives, undertake research, handle travel arrangements, manage expenses, and assist with project coordination as needed.

The position will report to the Director of Operations.

Essential Functions

• Provide administrative and operational support to the Executive Director and other staff.
• Supports project management, operational processes for CCME programming, database and file management, reports, process playbook and recommendations for program efficiencies on all CCME and workforce programs.
• Coordinate onboarding of new staff including scheduling desk detailing, ensuring computers and supplies are available.
• Serve as contact person for the unit’s programs.
• Maintain the Executive Director’s calendar, schedule internal staff meetings and meetings with external partners, and take meeting minutes/notes.
• Maintain the CCME calendar and the Unit’s calendar for shared events.
• Manage incoming and outgoing mail; manage and triage the ccme email box; prepare letters and other correspondence as needed.
• Maintain filing and organization of electronic records.
• Assist staff with travel coordination, reimbursements, and event expenses.
• Gather information for staff presentations and help prepare preliminary reports and presentations.
• Prepare for meetings.
• Collaborate on projects that often involve working with multiple city agencies, and other internal and external partners.
• Responsible for maintaining relevant database information including data entry and cleanup, entering contacts and business information, and entering/cleaning data specific to CCME & Workforce programs
• Contributing information and recommendations to strategic plans and reviews for CCME, Workforce Solutions, and CAO related activities and plans.
• Preparing and implementing action plans for workforce programs.
• Resolving problems and determining system improvements.
• Preparing project presentations and reports using all appropriate software.
• Drafting status reports, talking points, statements and other written work products as needed.
• All other duties as assigned.
• Minimal night and weekend work may be required. 

Required Competencies, Knowledge, Skills, and Abilities

Knowledge of:

• Knowledge of office management procedures and familiarity with office equipment and technology.
• Administrative and office operations, scheduling, and executive support practices.
• Project coordination, workflow management, and operational processes.
• Data entry, recordkeeping, and database systems.
• Government or nonprofit operations (preferred).
• Customer service principles and professional communication standards.
• Google Platforms such as Sheets, Slides, etc.

Skills in:

• Organizing tasks, managing time, and prioritizing multiple projects.
• Using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Preparing clear and professional reports, presentations, and written materials.
• Maintaining confidentiality and handling sensitive information.
• Communicating effectively with staff, leadership, and external partners.
• Proficiency in Microsoft Teams, Zoom, and other virtual platforms.
• Communications and interpersonal skills with demonstrated ability to work with individual across different disciplines.

Abilities to:

• Work in a fast-paced environment.
• Build positive working relationships with internal and external stakeholders.
• Adapt quickly to changing priorities and organizational needs.
• Maintain accuracy and attention to detail while managing multiple tasks.
• Support team operations with flexibility, professionalism, and sound judgment.
• Ability to learn departmental functions, operations, and organizations and make judgmental decisions where several courses of action are presented.