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

Company Overview