Executive Office Coordinator

Pacific Temporary Services•West Sacramento, CA

20h•Hybrid

About The Position

DirectHire We are recruiting for an Executive Office Coordinator on behalf of a respected statewide association located in Sacramento. This position supports daily office operations and delivers high-level customer service to members, staff, and external partners. It is an excellent opportunity for a collaborative, detail-driven professional who excels at managing multiple priorities and producing accurate, polished administrative work. In this role, you will work closely with internal and external partners to support program coordination, including planning leadership elections, appointments, and vacancy processes. You will also assist with budgets, contracts, governance meetings, committee meetings, and department programs. The Coordinator plays a key role in promoting the organization’s mission and values by contributing to a professional, service-oriented team culture and performing related duties as needed. Our client offers competitive compensation, comprehensive benefits, paid time off, retirement plan options, and a supportive workplace culture that values professional development and long-term growth.

Requirements

Associate degree (or equivalent combination of training and experience) in business administration, management, finance, accounting, or a related field, plus three years of progressively responsible administrative experience , ideally in education, legislative, or nonprofit environments.
Strong knowledge of nonprofit governance, boards, and commissions; applicable federal, state, and local regulations; and modern administrative practices, including business writing, data management, recordkeeping, and standard office technologies.
High proficiency with computer applications such as word processing, spreadsheets, databases, calendaring/scheduling tools, and familiarity with learning management systems (LMS) and customer relationship management (CRM) platforms.
Excellent written and verbal communication skills with mastery of English usage, grammar, spelling, and punctuation; able to compose correspondence and reports independently and provide executive-level customer service.
Demonstrated ability to research, analyze, and summarize information; perform accurate mathematical, financial, and statistical computations; manage confidential information; and apply policies, procedures, and program knowledge with accuracy and sound judgment.
Proven ability to organize and prioritize multiple projects, meet deadlines, think critically, work independently and collaboratively, adapt to a fast-paced environment, and maintain professionalism, tact, and discretion.

Responsibilities

Provides comprehensive administrative and organizational support to the Executive Office, including officers, Board of Directors, and Delegates; manages calendars, travel, logistics, meeting materials, and leadership onboarding/offboarding.
Coordinates governance processes and high-visibility meetings, including nominations and elections, agenda development, room and A/V-IT setup, food and beverage, on-site logistics, and minute-taking with follow-up on action items.
Prepares, edits, and proofreads a wide range of documents—reports, manuals, presentations, correspondence, forms, and informational materials—while researching, compiling, and organizing data for specialized projects.
Maintains filing and record-keeping systems; manages confidential and reference files; responds to staff and stakeholder inquiries; and serves as liaison to internal teams, state-level agencies, and external partners.
Supports departmental operations and budgets by monitoring expenditures, coordinating approvals, assisting with programmatic budget administration, and ensuring compliance with organizational policies, values, and practices.
Provides cross-departmental administrative support as needed; operates standard office technology; serves as backup to the Executive Assistant; and is available for occasional overtime, limited-vacation peak periods, and statewide travel.