Sacramento: Executive Operations Coordinator (Part-Time)

California Academy of Family Physicians; Sacramento (CA); On-site; USD 55,000 - 69,000; Part time

Job summary

California Academy of Family Physicians (CAFP) seeks an Operations Coordinator to provide direct administrative support to the CEO and manage day-to-day operations of the Sacramento office. This role handles CEO scheduling, meetings, vendor coordination, mail, and internal processes across finance, HR, and operations.

The ideal candidate has a Bachelor's degree or equivalent and at least 3 years of executive support, with strong organizational and communication skills.

Qualifications

• Bachelor's degree or equivalent combination of education and relevant professional experience.
• Experience providing administrative support to senior leadership, including calendar management, scheduling, meeting coordination, and handling confidential information preferred.
• Experience supporting basic financial processes such as accounts payable, accounts receivable, expense management, invoicing, or financial recordkeeping preferred.
• Strong organizational and project coordination skills, with demonstrated ability to manage multiple priorities, deadlines, and recurring responsibilities with attention to detail.
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint, and comfort learning and working across cloud-based administrative and financial systems.
• Experience with QuickBooks, Bill.com, Expensify, or similar financial systems preferred but not required.
• Excellent written and verbal communication skills and strong professional judgment.
• Strong interpersonal skills and ability to work effectively with staff, leadership, Board members, vendors, and external partners.
• Ability to work independently, anticipate needs, take initiative, and follow tasks through to completion.
• Ability to maintain confidentiality and appropriately handle sensitive executive, personnel, and financial information.
• Commitment to the mission of supporting family physicians and advancing health equity and access to care throughout California.

Responsibilities

• Oversee day-to-day office operations and help maintain an organized, functional, and welcoming workplace.
• Coordinate office vendors and services, including building maintenance, cleaning, technology support, and other service providers.
• Maintain office supplies, equipment, furniture, and other workplace needs, including coordinating supplies and setup for new employees.
• Coordinate incoming and outgoing mail, deliveries, and routine office correspondence.
• Support logistics for staff meetings, Board meetings, organizational events, lunches, celebrations, and other activities.
• Maintain organizational calendars, administrative records, contact lists, and other internal resources as assigned.
• Assist with staff onboarding and offboarding logistics in coordination with the organization's HR lead.
• Serve as a resource for staff regarding routine office and administrative needs and help identify and resolve day-to-day operational issues.
• Provide direct administrative support to the CEO, including managing calendar, scheduling meetings, coordinating appointments, and helping track priorities and follow-up items.
• Coordinate CEO travel arrangements and prepare itineraries and related materials.
• Coordinate internal and external meetings, including scheduling, preparing materials, supporting logistics, taking meeting notes as needed, and tracking follow-up items.
• Assist with Board and committee on-site meeting logistics.
• Serve as a point of contact for routine scheduling and administrative communications involving the CEO.
• Support special projects and other administrative needs of the CEO and organization as assigned.
• Support day-to-day accounts payable processes, including collecting documentation, entering invoices for payment, maintaining vendor information, and assisting with payment processing.
• Support accounts receivable processes, including preparing and sending invoices, recording incoming payments, and assisting with routine follow-up on outstanding receivables.
• Receive, log, and deposit checks and maintain related documentation.
• Administer routine credit card and expense-management processes, including monitoring receipt and coding completion and following up with staff as needed.
• Maintain organized financial records and supporting documentation.
• Assist with routine banking and credit card administration as directed.
• Compile and organize documents and supporting materials for monthly close, audit, tax, and other financial reporting processes.
• Provide administrative support for other routine finance processes as assigned.

Skills

Executive support

Office administration

Operations coordination

Financial processes

Communication skills

Confidentiality

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Excel

Outlook

QuickBooks

Bill.com

Expensify

Job description

California Academy of Family Physicians (CAFP) seeks an Operations Coordinator to provide direct administrative support to the CEO and manage day-to-day operations of the Sacramento office. This role handles CEO scheduling, meetings, vendor coordination, mail, and internal processes across finance, HR, and operations.

The ideal candidate has a Bachelor's degree or equivalent and at least 3 years of executive support, with strong organizational and communication skills.