Program Coordinator

Description We are looking for a highly organized Program Coordinator to support senior leadership and help keep administrative and program operations running smoothly in Cambridge, Massachusetts. This contract position with permanent potential is ideal for someone who excels at managing complex schedules, coordinating events, handling purchasing activities, and supporting donor-related administrative processes. The role follows a hybrid schedule with three remote days and two onsite days, and occasional evening or weekend availability may be required.

Responsibilities:

• Manage a high-volume calendar for the Executive Director, prioritizing appointments and resolving scheduling conflicts efficiently.
• Provide administrative support to additional program leadership and contribute to the smooth coordination of departmental activities across a team of 12 to 14 staff members.
• Organize meetings from planning through follow-up, including scheduling, preparing materials, and coordinating logistics.
• Assist with event coordination and execution, ensuring timelines, communications, and operational details are handled effectively.
• Process purchasing-related tasks and help maintain accurate records for departmental expenses and transactions.
• Support the administration of donor information and related documentation with a high level of accuracy and discretion.
• Track and update information in Excel to support reporting, coordination, and day-to-day operational needs.
• Collaborate with internal stakeholders to keep priorities aligned and provide dependable administrative support for ongoing initiatives. Requirements
• Proven experience in administrative coordination, executive support, or a similar office support role.
• Strong calendar management skills with the ability to handle shifting priorities and multiple deadlines.
• Proficiency in Microsoft Excel and confidence working with spreadsheets and administrative records.
• Experience planning meetings or events, with the ability to manage details from preparation through execution.
• Excellent organizational skills and strong follow-through on tasks, communications, and transactions.
• Ability to work effectively in a hybrid environment with occasional evening or weekend availability.
• Sound judgment and discretion when handling confidential information, including donor-related materials.
• Vaccination and booster compliance is required for this position.

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