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Administrative Manager
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Community Foundation of North Central Massachusetts
Gardner, MA (In Person)
$70,000 Salary, Full-Time
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Job Description
Overview The Administration Manager provides high-level operational support to the President & CEO and helps advance Foundation priorities across executive support, finance, philanthropy, grants administration, and staff coordination. This role requires strong judgment, discretion, follow-through, and collaboration. The position reports to the President & CEO and works closely with the Director of Philanthropy and the Director of Grants and Impact. Duties Operations Coordination & Support Manage the President's calendar and scheduling Maintain the Foundation CRM Track organizational priorities and staff follow-through at the direction of the President Coordinate the annual scholarship program Support philanthropy and grantmaking operations in collaboration with program leads Coordinate all-staff meetings, retreats, and internal projects Serve as a staff resource on systems, policies, and workflows Finance Coordination Coordinate routine communication between internal finance staff and outsourced accounting partners Track the financial operations calendar and flag issues or delays Provide backup support for select in-house finance functions Prepare Finance Committee meeting materials and follow-up Human Resources Coordination Coordinate HR administration and serve as the primary staff and provider contact for HR policies and procedures Maintain confidential personnel records with the President Coordinate recruitment, hiring, onboarding, and offboarding processes Monitor HR compliance requirements and escalate issues as needed Board of Trustees Support Prepare Board of Trustees agendas in coordination with the President Coordinate board and standing committee meeting logistics and materials Attend board and standing committee meetings and prepare accurate minutes Manage trustee communications and action item follow-up Maintain trustee records and orientation materials Support Governance Committee coordination Qualifications Required Four or more years of relevant experience in operations, administration, HR, or a related function Strong organizational, communication, and project coordination skills Discretion and sound judgment with confidential information Proficiency with digital tools, including CRM platforms Adaptability and willingness to learn new systems and tools, including AI-assisted tools Collaborative style and ability to build trust across a small team Curiosity Preferred Familiarity with community foundation operations Experience working in or alongside a CEO's office or senior leadership function Experience coordinating human resources functions Experience coordinating financial or bookkeeping functions Experience supporting a board of directors