Sacramento, California

Position Summary

Under the direction of the President/CEO, the Chief of Staff provides high-level administrative, executive, office, conference, and member-support services that keep Calforests' daily operations organized and responsive. The position manages office systems and scheduling, coordinates the annual Forest Strategies and Innovations conference, supports member engagement, and performs limited routine bookkeeping. Complex accounting, financial statement preparation, closing entries, audit leadership, and other professional accounting functions are outside the position's primary scope and are handled by designated accounting professionals or leadership.

Essential Duties and Estimated Allocation

1. Office Administration and Operations | 25%

·         Manage day-to-day office operations, shared calendars, supplies, equipment, mail, records, and vendor coordination.

·         Maintain orderly digital and physical filing systems, standard operating procedures, contact lists, subscriptions, membership dues records, and other administrative records.

·         Manage contacts and members via a customer relationship management system.

·         Serve as a central administrative point of contact; route inquiries, track requests, and follow up to support timely completion.

·         Coordinate facilities, technology support, office access, meeting-room readiness, and other workplace needs.

2. Executive and Governance Support | 20%

·         Manage the President/CEO's calendar, appointments, meeting requests, travel arrangements, and schedule changes using sound judgment and discretion.

·         Prepare and distribute meeting materials, agendas, briefing packets, presentations, and correspondence; track decisions and follow-up items as assigned.

·         Coordinate internal, board, committee, member, and external stakeholder meetings, including invitations, logistics, materials, and notes.

·         Handle confidential and time-sensitive information with professionalism and appropriate records practices.

3. Forest Strategies and Innovations Conference | 20%

·         Coordinate planning and implementation of Calforests' annual Forest Strategies and Innovations conference in partnership with leadership and staff.

·         Maintain the event workplan, timeline, budget tracker, registration records, speaker and sponsor communications, contracts, and production checklist.

·         Coordinate venue, catering, audiovisual, lodging, signage, materials, exhibitors, and onsite logistics; monitor deadlines and escalate risks.

·         Support event promotion, attendee communications, post-event follow-up, survey administration, reconciliation of event records.

4. Member Engagement and Communications Support | 10%

·         Maintain accurate member and stakeholder contact information, distribution lists, engagement records, dues management and routine membership documentation.

·         Respond to routine member inquiries, connect members with appropriate staff or resources, and track requests through resolution.

·         Coordinate member meetings, orientations, renewals, surveys, and outreach activities; assist with newsletters, notices, website updates, and event communications.

·         Identify engagement trends and provide leadership with concise updates on participation, requests, and follow-up needs.

5. Bookkeeping and Administrative Finance Support | 15%

·         Enter approved invoices, payments, deposits, and customer or vendor information in QuickBooks using established procedures and coding.

·         Work with outside contractors to prepare and curate routine accounts payable and accounts receivable documentation, track outstanding items, organize receipts, and maintain complete supporting records for Calforests and The California Forest Foundation, as assigned.

·         Work with outside contractors to compile approved payroll inputs and benefits or personnel documentation for submission to the appropriate provider or reviewer; maintain confidential files.

·         Work with outside contractors to assist with routine bank and credit-card reconciliation support, budget tracking, event revenue and expense records, and periodic information requests, subject to review and approval.

·         Provide organized records to external accountants, auditors, or leadership. The position does not independently perform adjusting entries, month-end or year-end close, prepare financial statements, establish accounting policy, or lead audits.

6. Compliance and Other Administrative Support | 10%

·         Compile source information and maintain supporting documentation for periodic reporting, including Fair Political Practices Commission lobbying reports, for leadership.

·         Support special projects and perform other related administrative duties consistent with the position's primary purpose.

·         Maintain the Employee Handbook on an Annual basis.

Minimum Qualifications

·         Three years of progressively responsible administrative, office-management, executive support, event-coordination, or comparable experience; an equivalent combination of education and experience may be considered.

·         Demonstrated ability to manage competing priorities, calendars, deadlines, details, and confidential information in a small-team environment.

·         Strong written and verbal communication skills and a service-oriented approach to members, vendors, partners, and colleagues.

·         Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and shared digital workspaces; experience with databases, registration platforms, or customer/member records is desirable.

·         Working knowledge of routine bookkeeping practices and QuickBooks sufficient to accurately enter transactions, maintain documentation, and support reconciliations under established controls.

·         Ability to work onsite at least three to four days per week and provide occasional early-morning, evening, or travel support associated with meetings and the annual conference.

Core Competencies

·         Organization and follow-through

·         Sound judgment and discretion

·         Member service and relationship support

·         Event and project coordination

·         Clear communication

·         Accuracy and records stewardship

·         Adaptability and collaborative problem-solving

Role Boundaries and Accountability

This role owns administrative coordination and the accurate, timely completion of assigned support tasks. Financial transactions and records are prepared according to established procedures and remain subject to appropriate review and approval. Responsibility for professional accounting judgments, financial statements, tax filings, closing entries, audit conclusions, investment decisions, and organization-wide fiscal policy remains with the President/CEO, Board-authorized officers, and/or qualified external accounting professionals.

Work Environment and Employment Information

Calforests is a Sacramento-based nonprofit forestry trade association with a small, collaborative team. The position is expected to work onsite a minimum of three to four days per week and to shift comfortably among executive support, office operations, member service, event coordination, and routine bookkeeping. Compensation is commensurate with experience. Benefits currently include employer-covered medical, dental, vision, long term disability insurance and life insurance; an employer 401(k) contribution after six months of service; access to gym facilities and downtown shuttle service; and employer-provided downtown parking, subject to applicable plan terms and organizational policies.

Application Information

To apply or ask questions, contact Matt Dias at mattd@calforests.org. Calforests may begin interviews immediately and continue until the position is filled.