Executive and Operations Coordinator

POSITION OVERVIEW

YouthBuild Boston is seeking a highly organized and proactive Executive & Operations Coordinator to support the Executive Director and assist with administrative coordination across the organization. This is a dynamic, visible role that touches all aspects of organizational operations — from calendar management to board coordination to process improvement.

This position is ideal for an early-career professional, graduate student, or someone returning to the workforce who is passionate about nonprofit leadership and wants to gain meaningful experience in organizational operations.

KEY RESPONSIBILITIES

Executive Support

• Manage and maintain the Executive Director's calendar, scheduling meetings and resolving conflicts proactively
• Prepare agendas, briefing materials, and followup notes for meetings and engagements
• Serve as a point of contact for internal and external communications on behalf of the Executive Director
• Provide general administrative support, including drafting correspondence and handling logistics

Board & Leadership Coordination

• Coordinate logistics for board meetings, including scheduling, materials preparation, and notetaking
• Maintain board records, track attendance, and manage communication with board members
• Support leadership team meetings and crossdepartmental coordination as needed

Operations & Administration

• Maintain organized digital filing systems and shared drives, ensuring easy access to organizational documents
• Assist with billing coordination and tracking administrative workflows
• Support onboarding and orientation processes for new staff and volunteers
• Help identify and implement improvements to internal systems and processes
• Provide occasional administrative support to other team members as needed

QUALIFICATIONS

Required

• Strong organizational skills with a high attention to detail and ability to manage multiple priorities
• Excellent written and verbal communication skills
• Proficiency with Google Workspace (Docs, Sheets, Drive, Calendar) or Microsoft Office Suite
• Ability to handle sensitive information with discretion and professionalism
• Selfstarter who can work independently in a hybrid environment

Preferred

• Experience in a nonprofit, education, or communityfocused organization
• Familiarity with project management tools (Asana, Trello, Notion, or similar)
• Interest in youth development, workforce development, or social equity
• Associate's or Bachelor's degree, or equivalent experience

WHAT WE OFFER

• Flexible, hybrid scheduling with up to 30 hours per week
• A missiondriven environment with a passionate, collaborative team
• Handson exposure to nonprofit leadership and operations
• Mentorship and professional development opportunities
• The opportunity to contribute to meaningful work in the Boston community