Administrative Coordinator (Boston-based)
National Brain Tumor Society (NBTS) is committed to discovering a cure and delivering effective treatments for brain tumors. The Administrative Coordinator will provide high-level executive support to the Chief Scientific Officer and the Research team, managing complex calendars and coordinating essential initiatives while interacting with various stakeholders.
Responsibilities
- Provide administrative support to the CSO and BTIF Managing Director
- Manage complex calendars, scheduling and meeting coordination
- Prepare meeting agendas, presentations, and relevant meeting materials
- Coordinate virtual and in-person meetings, including logistics, materials, and minutes
- Track and communicate action items and deliverables
- Manage CSO expense receipts and credit card reconciliation
- Perform routine administrative duties (travel, filing, correspondence, etc)
- Handle sensitive information with discretion and professionalism
- Coordinates special projects and external engagements
- Support logistics for meetings, events, and scientific conferences (including occasional travel)
- Manage NBTS conference participation at scientific meetings, including scheduling, travel, and materials
- Maintain accurate records and update Salesforce data
- Support strategic research initiatives and project workflows
- Assist in developing project plans (KPIs, timelines, budgets, deliverables, and risks)
- Coordinate cross-functional teams and resources
- Track project progress to ensure milestone completion
- Provide regular status updates and dashboards
- Promote accountability through consistent follow-up
- Identify and resolve challenges proactively
- Conduct project reviews and present findings to leadership
- Perform other duties as assigned
Skills
- Bachelor's degree or equivalent experience required
- Prior administrative experience required
- Strong project management and organizational skills
- Proficiency with project management tools (e.g. Asana)
- Ability to manage multiple priorities independently
- Advanced proficiency in Microsoft Office or Google Workspace
- Experience with Salesforce, NetSuite, or similar platforms
- Strong attention to detail, with a commitment to quality and timely deliverables
- Collaborative mindset and mission-driven attitude
- Executive-level support preferred
- Experience managing cross-functional projects in matrixed organizations
- Project Management Professional (PMP) certification a plus
- Experience in nonprofit, healthcare, or pharmaceutical sectors preferred
Benefits
- HMO and PPO medical insurance plans with employer premium contribution
- Dental and vision insurance plans with employer premium contribution
- Employer-paid group term life insurance
- Employer-paid short-term and long-term disability insurance
- Employer-funded Health Reimbursement Account (HRA) plan
- Medical and dependent care Flexible Spending Account (FSA) plans
- Traditional and Roth 401(k) plans with 3% employer match (4-year vesting schedule applies)
- Competitive PTO policy with 11 paid holidays, 20 accrued vacation days, 10 accrued sick days, 2 personal days, and 2 floating holidays per year; competitive parental, family and medical leave policy
- Employee assistance program
- Financial wellness and financial planning assistance program
- Employer-paid membership in MassBio, a leading life sciences professional organization
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