Hiring Administrative Services Coordinator

Jan 08, 2020

Administrative Services Coordinator Job Description

The Administrative Services Coordinator reports to the Executive Director and Sr. Manager of Communications & Corporate Partnerships. This role is responsible for performing a number of administrative duties and maintaining operations for the organization. An ideal candidate is highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced mission-focused environment.

Primary Responsibilities

Administrative Support for the Executive Director and Board of Directors:

  • Schedule and manage Executive Director’s calendar
  • Provide other administrative support as needed.
  • Prepare internal corporate documents for team members and Board of Directors.
  • Develop and maintain contact lists, materials, and official documents for Board of Directors.
  • Coordinate executive communications with Board of Directors.
  • Assist Executive Director with material creation for Board of Directors meetings.
  • Schedule Board quarterly, executive, and staff meetings.

Office Management:

  • Purchase office supplies and ensure proper inventory.
  • Maintain office services, including IT resources and facilities.
  • Handle incoming and outgoing packages and mail.
  • Manage room reservations and bookings, as well as catering, for all company events.
  • Interface with building management and vendors.
  • Maintain an organized filing system of paper and electronic documents.
  • Keep shared office spaces organized.
  • Generate and route approval for invoices and agreements, as needed.
  • Work closely with the MassBio finance team to ensure accuracy in accounting.

Events & Outreach Support:

  • Prepare Corporate Professional Development course materials.
  • Manage registration management for courses and events.
  • Assist in the planning and implementation of marketing and fundraising efforts associated with MassBioEd fundraising events, including outreach for in-kind donations.
  • Collaborate with team to manage social media content, including use of HooteSuite.
  • Update MassBioEd website content.
  • Collaborate across departments and with MassBio to help plan events and initiatives.
  • Collect and analyze program evaluations.
  • Assist team with project support, as needed.

Qualifications

  • Associate degree required (B.A. or B.S. preferred).
  • Minimum of 4+ years of administrative experience reporting directly to senior management
  • Experience with scheduling and office management.
  • Strong organizational, project management and problem-solving skills with impeccable detail-oriented abilities.
  • Exceptional interpersonal skills with a friendly and professional demeanor.
  • Excellent written and verbal communication skills.
  • Proficient Knowledge of Microsoft Office Suite, with an ability to become familiar with firm-specific programs and software.

Desired Background/Personal Attributes

  • Takes initiative to solve problems independently and creatively.
  • Ability to deliver results while managing competing priorities under tight deadlines.
  • Comfort working in a fast-paced environment.
  • Ability to recognize and solve problems independently.
  • Ability to create innovative solutions without existing models.
  • Interest in science education and/or workforce development.
  • Ability to collaborate with a diverse team of professionals, including peers within the department and cross-functionally, and our corporate and community partners.
  • Learn and develop from personal experience and from others.
  • Foster a sense of energy, ownership, and personal connection to the work, the communities we serve, and our volunteers and donors.

Physical Demands

  • Specific vision abilities required by this job include close vision on a computer.
  • While performing the duties of this job, the employee is frequently required to stand; walk; use hands; talk or hear.
  • On occasion while performing the duties of this job the employee sits and reaches above shoulders.

Salary and Benefits

Salary commensurate with experience. Full benefits package including health and dental insurance, 401K, long and short-term disability, life insurance, healthcare savings account, and paid time off.

Interested applicants should submit the following to careers@massbio.org:

  • Resume/CV
  • Detailed cover letter outlining how your qualifications meet those sought in this posting

Position posted January 8, 2020. Open until filled.

MassBioEd equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

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