A nonprofit professional education and training organization in Boston is seeking a highly organized, personable, and detail-oriented Administrative Coordinator to join its team. This role will support professional education programs, participants, faculty, and day-to-day organizational operations.
The ideal candidate is someone who enjoys keeping things organized, communicating with people, managing multiple priorities, and making sure projects and recurring tasks are completed accurately and on time.
Responsibilities
- Coordinate program registrations, participant communications, calendar invitations, rosters, materials, and post-program follow-up
- Maintain accurate participant, enrollment, program-interest, and membership records
- Respond to participant and faculty questions and provide friendly, professional support
- Prepare materials and coordinate meeting rooms, supplies, food, technology, and other program logistics
- Provide onsite support for in-person programs, including setup, participant needs, receptions, and cleanup
- Set up Zoom meetings and provide routine technical support during virtual programs
- Track attendance and maintain organized program records
- Assist with continuing education applications, deadlines, documentation, and reporting
- Prepare participant continuing education letters and certificates
- Maintain accurate data and records across Salesforce, Microsoft 365, Dropbox, and other systems
- Manage recurring membership and subscription reports and communications
- Monitor shared email inboxes and voicemail and route communications appropriately
- Support Boston office operations, including phones, mail, filing, supplies, scheduling, room reservations, and building requests
- Organize routine financial and donor documentation
- Provide administrative and logistical support for Board meetings
- Assist the CEO and Operations Manager with organizational projects and special initiatives
Qualifications
- Bachelor’s degree required
- 3–5+ years of experience in administrative support, Executive Assistant work, program coordination, operations, education, nonprofit, or a related environment
- Strong organizational skills and exceptional attention to detail
- Excellent written and verbal communication skills
- Friendly, professional, and service-oriented approach
- Ability to manage multiple priorities and time-sensitive deadlines
- Strong follow-through and ability to work independently
- Comfortable providing routine technical support in an online environment
- Experience working with multiple digital platforms and databases
- Salesforce, Microsoft 365, Zoom, Teachable or another learning-management system, Dropbox, Adobe Acrobat, Slack, or Calendly experience is a plus
- QuickBooks and basic bookkeeping experience is a plus
- Must have reliable commuting access to the Boston office near South Station
Schedule & Location
Monday–Friday, 9:00 AM–5:00 PM
Hybrid: Generally 1–2 days onsite per week, with additional onsite days before and during in-person programs
Location: Boston, MA near South Station
#RJADM45
Pay: $27.00 - $30.00 per hour
Work Location: Hybrid remote in Boston, MA 02133
