Administration and Operations Coordinator

About Mott Philanthropic LLC
Mott Philanthropic is a small advisory firm that works with entrepreneurial individuals and family foundations to develop effective philanthropic strategies. Our staff of ten professionals works with clients to maximize the impact of philanthropic investments and to implement and oversee their grant making in a breadth of interest areas, including early education, healthcare, arts, climate justice, reproductive justice, civic engagement, and fiscal policy.
About the Role
The Administration and Operations Coordinator is a full-time position reporting to the Chief Administrative Officer (CAO). This position demands a detail-oriented professional who excels in maintaining efficient office operations, managing complex calendars and meeting coordination, assisting with financial and administrative tasks, and supporting grants and data management. This versatile role includes a blend of office management, coordination of internal systems and processes, and interaction with different teams within and outside the organization. Emphasizing a customer service mindset, the role requires initiative, flexibility, and a strong ability to adapt and contribute across multiple aspects of the organization's operations.
Prior experience in a foundation environment is not required, although prior experience working in a nonprofit organization is desired.
Location
This position is based in downtown Boston. Mott Philanthropic currently maintains a hybrid work environment. The position requires a two-day day per week in-office schedule to oversee office management: Tuesday/Thursday in office; Monday/Wednesday/Friday option to work remotely.
Primary Responsibilities
The primary duties and responsibilities of this position include, but are not limited to, the following areas:
Scheduling and Meeting Coordination
Coordinate internal and external meetings: confirm attendees, coordinate scheduling, circulate materials, arrange building access, set up conference room and technology, and other logistical coordination, as needed.
Take and distribute meeting notes as needed, and compile and copyedit documents.
Manage the Director of Program’s complex schedule of meetings and calls, strategically organizing time and calendar and preparing them for meetings.
Schedule meetings on behalf of other staff, as needed, specifically for complex or multi-participant sessions, ensuring efficient coordination and organization.
Event Coordination
Oversee and manage logistics of off-site client events: negotiate venue contracts, secure rooms and lodging, organize meals, make travel arrangements, secure audio-visual equipment, and review invoicing for payment processing.
Office Management and Operations
Perform front-office functions, such as professionally and hospitably welcoming guests and receiving and sorting mail.
Manage inventory of supplies and equipment, ensuring staff have materials needed and equipment is well maintained and functional.
Serve as main point of contact for office vendor and provider relationships: negotiating terms, review contracts and invoices, maintain appointments, and troubleshoot services as needed.
Coordinate with the IT firm to resolve technology issues and/or enhance technology.
Ensure the office space remains clean and well-organized, creating a welcoming atmosphere for staff, clients, and visitors.
Coordinate and manage meal and catering orders for staff events and client meetings.
Financial and Administrative Assistance
In support of CAO, assist in design and implementation of new, internal payment processing system for grantee honoraria and reimbursements.
Prepare timely expense reports for Director of Programs
Reconcile client grantmaking budgets.
Assist staff by copyediting materials when needed, such as client memos, contracts, and proposals.
Manage administrative tasks from senior management team, as assigned, and provide other general administrative assistance across the organization.
Grants and Data Management Support
Assist with grants database integrity, including coding grants, organizing historic grant documents, and uploading documentation.
Draft grant letters and other materials as needed.
Monitor grant requirements and deadlines.
Confirm recipient banking information.
Complete special projects, as needed.
Essential Skills, Abilities, Experience
Exceptional professionalism and ability to interact with clients in a manner that reflects the high standards of our organization
Prior experience working with high net worth and executive individuals highly desired
Entrepreneurial mindset; strong project, time management, and problem-solving skills
Meticulous approach to administrative coordination tasks with a sharp focus on details and deadlines and a commitment to accuracy
Experience with planning in-person, hybrid, and virtual meetings
Familiarity with databases, password management systems, project management systems, and collaboration apps such as SharePoint and Asana
Tech-savvy with extensive knowledge of Office 365, Zoom, Slack, and various database and project management tools; familiarity with Google Workspace a plus
Must be able to work independently with a limited amount of supervision; requires high degree of self-directed initiative, creativity, and individual judgment
Strong written and verbal communication skills; ability to communicate verbally in a polished and effective manner
Ability to manage multiple tasks simultaneously and prioritize effectively
Ability to maintain confidentiality and handle sensitive information with discretion and poise
Physical Requirements
Ability to remain stationary for extended periods of time; prolonged periods sitting at a desk and working on a computer
Ability to lift up to 15 pounds
Other Requirements
Hybrid work schedule: Tuesday/Thursday in office; Monday/Wednesday/Friday option to work remotely
Requires occasional work on nights and weekends and occasional out-of-state travel
Compensation and Benefits
The salary range for this role is $60,000-$70,000 depending on experience.
Mott Philanthropic provides the following benefits and perks to its full-time employees:
Medical and dental insurance, with Mott covering 90% of the premium
100% employer-paid vision insurance
Employer-paid life and disability insurance
401(k) retirement plan with employer match offered after one year of employment
Paid vacation, sick time, personal time, and holidays
Half workdays on summer Fridays
Paid volunteer service time