Organizational Operations Coordinator

MAIN STREET OCEANSIDE, INC.

Oceanside, CA Job Details Full-time From $28 an hour 22 hours ago Benefits Health insurance Dental insurance Paid time off Vision insurance Flexible schedule Qualifications Teamwork Microsoft Outlook Executive administrative support Attention to detail Office management Full Job Description Organizational Operations Coordinator Main Street Oceanside |

Oceanside, CA Schedule:

Full Time Be at the Center of What's Happening in Downtown Oceanside! Main Street Oceanside is looking for an exceptionally organized, tech-savvy, and proactive Organizational Operations Coordinator to help keep our organization, leadership team, committees, meetings, projects, and priorities moving forward. This is a hands-on role for someone who loves bringing organization to a busy environment. You will work closely with the Management team while supporting the day-to-day administrative and operational needs of the organization. The ideal candidate is someone who naturally thinks a few steps ahead. You notice the details, take great notes, follow through on commitments, keep people organized, and enjoy developing systems and processes that make everyone's work easier. If you are the person who loves a great checklist, keeps track of the details everyone else forgets, and enjoys turning a little bit of chaos into an organized plan, you may be exactly who we're looking for. What You'll Do Organizational & Executive Operations Provide organizational and administrative support to the CEO and broader Main Street Oceanside team. Help coordinate organizational priorities, projects, deadlines, meetings, and follow-up. Manage calendars, appointments, meeting schedules, and scheduling priorities. Coordinate internal and external meetings, including agendas, materials, logistics, and follow-up. Draft correspondence, reports, presentations, spreadsheets, and other professional communications. Maintain organized electronic files, records, calendars, and administrative systems. Track deadlines, commitments, projects, and action items to help ensure nothing falls through the cracks. Assist with special projects and organizational initiatives. Identify opportunities to improve administrative processes, organization, and workflow. Handle sensitive and confidential information with professionalism and discretion. Board, Committee & Meeting Coordination Provide administrative and logistical support for designated Board, committee, staff, and community meetings. Coordinate meeting schedules and communicate with Board and committee members. Prepare agendas, meeting packets, presentations, reports, and supporting materials. Attend designated meetings and take clear, accurate, and professional meeting minutes. Document decisions, action items, responsible parties, and deadlines. Distribute meeting materials and minutes in a timely and organized manner. Maintain historical records of agendas, minutes, resolutions, and supporting documentation. Track action items between meetings and help ensure appropriate follow-through. Assist leadership with keeping committees informed, organized, and moving forward. Technology, Systems & Process Improvement Serve as a confident and capable user of technology across the organization. Utilize Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams. Manage electronic calendars, shared files, documents, spreadsheets, databases, and digital records. Quickly learn and effectively utilize new software and online platforms. Create and maintain administrative templates, tracking tools, checklists, systems, and workflows. Look for opportunities to streamline processes and improve organizational efficiency. Help maintain consistent filing, documentation, and recordkeeping practices. Troubleshoot routine technology and administrative issues and coordinate additional support when necessary. Communication & Community Support Serve as a professional and welcoming point of contact for Board members, committee members, businesses, community partners, vendors, volunteers, and other stakeholders. Coordinate communications and meeting logistics with a wide variety of individuals and organizations. Assist with organizational correspondence, announcements, presentations, and communications. Support Main Street Oceanside events, programs, meetings, and community initiatives as needed. Work collaboratively across departments and programs to provide administrative and operational support where needed. Represent Main Street Oceanside with professionalism, responsiveness, warmth, and a positive attitude. What We're Looking For Previous experience in administrative operations, organizational support, executive support, office management, project coordination, or a similar professional role. Exceptional organizational skills and attention to detail. Strong professional note-taking and meeting-minute skills. Highly tech-savvy and comfortable learning new systems. Excellent written and verbal communication skills. Strong calendar, scheduling, and meeting-management skills. Ability to organize and manage multiple priorities, projects, and deadlines simultaneously. Excellent follow-through and a strong sense of accountability. Ability to anticipate needs, identify next steps, and take initiative without waiting for direction. Strong problem-solving skills and a willingness to find solutions. Professional judgment and discretion when handling confidential or sensitive information. Comfortable interacting with executives, Board members, business owners, community leaders, employees, volunteers, and members of the public. Ability to work independently while also being an engaged, flexible, and collaborative member of the team. You'll Thrive Here If You Are... Extremely organized. You genuinely enjoy keeping meetings, documents, projects, deadlines, calendars, and details in order. Tech-savvy. Technology doesn't intimidate you. You enjoy learning new systems and finding better ways to organize information and streamline processes. A strong communicator. You can take a busy meeting or complicated conversation and turn it into clear notes, decisions, responsibilities, and next steps. Proactive. You don't simply wait for assignments. You anticipate what will be needed, identify what comes next, and help make it happen. A finisher. Taking notes and making a list are only the beginning. You follow through, track commitments, and help ensure important items don't disappear after the meeting ends. A problem solver. When something isn't working efficiently, your instinct is to figure out how to make it better. Flexible. Main Street Oceanside is an active community organization, and no two days are exactly alike. You are comfortable shifting priorities, solving unexpected challenges, and jumping in wherever your support is needed. Someone with a great sense of humor. We work hard, stay busy, and take our work seriously—but we also believe enjoying the people you work with makes a big difference. About Main Street Oceanside Main Street Oceanside is dedicated to supporting and enhancing Downtown Oceanside through business support, community engagement, events, programs, economic development, and partnerships. Our team works closely with local businesses, community members, stakeholders, and partners to help Downtown Oceanside continue to thrive. If you are an organized, energetic, and resourceful professional who loves keeping people, projects, and priorities on track—and you want to play an important role in a dynamic community organization—we would love to hear from you. Main Street Oceanside is an Equal Opportunity Employer and considers qualified applicants without regard to legally protected characteristics under applicable federal, state, and local law.

Pay:

From $28.00 per hour

Benefits:

Dental insurance Flexible schedule Health insurance Paid time off Vision insurance

Work Location:

In person