Coordinator – Operations & Events

Coordinator – Operations & Events

Location San Francisco Bay Area, CA

Job Function Operations

Employment Status Regular, Full-Time, Non-Exempt

Apply Now ()

We are seeking a Coordinator – Operations & Events to provide high-quality administrative, operational, and event support to the San Francisco Bay Area (SFBA) regional team and local leadership.

This role plays a key part in maintaining organization across the regional leadership team and enabling smooth day to day operations, while supporting internal and external events and delivering a best in class workplace and guest experience.

The ideal candidate is highly organized, service-oriented, and comfortable juggling multiple priorities. This position offers meaningful exposure to regional operations and leadership, while providing the opportunity to develop exceptional organizational and project management capabilities, strong communication skills, and business acumen.

Essential Duties & Responsibilities:

Leadership Team Administrative Support

• Provide day-to-day administrative support to regional leadership, including calendar management, scheduling, expense processing, and general organizational support.

• Coordinate meeting logistics, including agenda preparation, room reservations, catering, and A/V support.

• Track action items, follow up on requests, and ensure clear, timely communication between leadership and internal or external partners.

• Assist with preparing materials and documentation to support regional initiatives and decision-making.

• Provide project management and coordination support on assignments from the regional leadership team.

• Maintain the highest level of professionalism, discretion, and confidentiality.
  Regional Project & Operational Support

• Provide administrative and coordination support for regional projects across teams.

• Assist with tracking timelines, gathering information, coordinating resources, and supporting follow-through on assigned initiatives.

• Participate in meetings by taking notes, tracking action items, and supporting next steps.

• Communicate proactively with team members to support progress and resolve day-to-day operational needs.

• Collaborate closely with regional teammates to meet shared priorities and deadlines.
  Regional Office Operations Support

• Support day-to-day SFBA regional office operations in collaboration with other Coordinators, including: o Office supply ordering and inventory management.o General office organization and upkeep.o Vendor coordination (copy services, mail services, coffee machines, etc.).o Regional mail, shipping, and package distribution.o Keycard access coordination.

• Support vendor invoice processing in Yardi, including coding, approval routing, tracking status, and coordinating with Accounting/AP to ensure timely and accurate payment.

• Manage operational workflows for regional sponsorship and philanthropic initiatives, including CSR form submission, approval coordination, external partner communication, payment processing, and tracking invoices, documentation, and timelines.

• Support onboarding of new hires by coordinating logistics and creating a welcoming, supportive experience from day one.

• Contribute to a positive, organized, and service-oriented team environment.

• Assist with contingency and emergency preparedness efforts.

• Support regional wellness, sustainability, and green initiatives.

• Coordinate with Corporate HQ Operations to ensure alignment with company standards and assist with regional operational updates and initiatives as needed.
  Regional Event & Meeting Support

• Support internal regional events and meetings, including team lunches, culture-building activities, team off-sites, key internal meetings, and more.o Manage events end-to-end, from planning through execution.o Coordinate logistics such as budgeting support, vendor management, invoice processing and expense tracking, food and beverage, room setup, materials preparation, and on-site support.

• Provide operational support for external-facing Alexandria events in partnership with the regional ecosystem event lead and national events team, as needed. o Assist with logistics coordination and day-of execution.

• Serve as a primary point of…