(Temp to Hire) Operations Coordinator

pMD•Santa Barbara, CA

14h•Onsite

About The Position

We’re looking for a highly organized, resourceful Operations Coordinator to support our CEO and Chief of Staff. This role combines executive support, personal assistance, office management and customer support. You’ll help manage day-to-day priorities, keep the office running smoothly, and make sure nothing falls through the cracks, whether that’s coordinating vendor schedules, handling personal logistics, or jumping in to solve operational issues. This is an in-person role based in Santa Barbara, CA.

Requirements

2–4 years of experience in an executive assistant, operations, office management, production environment (e.g., entertainment, film/TV, media), or similar role
Bachelor’s degree preferred, or at least 8 years of directly relevant professional experience
Based in Santa Barbara, CA or within roughly 50 miles; this is a full-time, in-person role (8am–5pm)
Access to a reliable vehicle for occasional local travel and errands
Proven track record of managing multiple priorities and competing deadlines across stakeholders with consistent, on-time delivery
Experience in a role where accuracy was critical, such as data entry, financial reporting, legal, compliance, or executive communications
Experience drafting professional communications, reports, or executive-level materials for leadership and broad organizational audiences
Prior experience handling confidential information such as personnel matters, executive schedules, financial data, or legal documents
Experience creating or maintaining SOPs, process guides, or internal documentation
Proficient in Google Workspace and Microsoft Office Suite
Candidates must be authorized to work in the U.S. as a precondition of employment.

Nice To Haves

Experience with task or project management tools (e.g., Asana, Notion, Monday.com, or similar) is a plus

Responsibilities

Manage complex calendars, scheduling, and meeting logistics
Prepare materials for meetings and ensure follow-up on action items
Coordinate travel arrangements
Assist with personal administrative tasks as needed
Anticipate needs and proactively solve problems before they arise
Track cross-functional projects and deadlines to ensure completion
Assist team with customer support
Help document and improve internal processes
Assist with special projects and company initiatives
Reduce operational bottlenecks and improve workflow efficiency
Serve as point person for the Santa Barbara office, ensuring a professional, organized, and welcoming environment
Oversee office organization, supplies, vendors, and general upkeep
Coordinate on-site meetings and company gatherings