Internal Operations Coordinator or Assistant

MCE•Concord, CA

1d•Hybrid

About The Position

MCE is a not-for-profit public agency providing clean energy and innovative energy programs across four Bay Area counties. The Internal Operations Team supports MCE staff with office coordination, project management, and knowledge management. This role involves supporting MCE staff in these areas, with Coordinators exercising a higher degree of initiative and independent judgment. There is an in-office requirement of at least two to three days per week at the San Rafael office, with potential for additional in-office needs. Availability for crucial monthly Board, Executive, and Technical Committee meetings is also required. The distinction between Assistant and Coordinator lies in the degree of knowledge, development of tasks, departmental strategies, and the expectation of exercising high initiative and independent judgment for the Coordinator role.

Requirements

Principles and practices of administrative assistance or coordination, particularly in a public agency
Video conferencing tools and best practices (Zoom, Microsoft Teams)
Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
Adobe Suite
Asana or other project management platforms (for Coordinator)
Principles and practices of budget tracking and reporting (for Coordinator)
Document retention requirements and practices (for Coordinator)
Equivalent to a GED
Four (4) years of progressively responsible experience as an administrative professional working in complex work environments, particularly in a public agency (for Assistant)
Six (6) years of progressively responsible experience as an administrative professional and or project coordinator working in complex work environments, particularly in a public agency (for Coordinator)
Ability to take responsibility and work independently.
Ability to work with diverse communities and staff.
Ability to handle multiple ongoing projects in a team-oriented environment.
Ability to communicate effectively in written and verbal form.
Ability to establish and maintain effective working relationships with persons encountered during the performance of duties.
Ability to demonstrate the highest level of accountability, integrity, judgment, and confidentiality.

Nice To Haves

A background in customer service and project coordination.
Relevant certifications such as Certified Associate In Project Management (CAPM), Certified ScrumMaster (CSM), and/or Disciplined Agile Scrum Master (DASM).

Responsibilities

Provide administrative and project assistance to MCE staff and work collaboratively with all MCE teams to ensure smooth office operations, meeting coordination, and customer service.
Coordinate meetings, events, and related logistics including creating and preparing agendas, ordering and preparing refreshments, and providing audio-visual services.
Organize and coordinate staff events, annual Summer Social, volunteer activities, field trips, and other holidays, team outings, individual employee recognition, etc.
Coordinate conference and event registration and travel logistics, when needed on an agency-level scale.
As assigned, facilitate evening meetings including, but not limited to MCE Board & Committee meetings, stakeholder meetings, and special events.
Maintain and improve processes for file maintenance, document tracking, and management.
Develop strategies for increased knowledge retention and succession planning.
Research and implement innovative tools and techniques in the areas of documentation, software implementation, and knowledge base development.
Develop tutorials and training for agency software and web platforms.
Work closely with cross-functional teams to share regular updates, secure buy-in, and help to problem solve on knowledge management topics.
Ensure documents align with MCE's branding guidelines.