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
National brain tumor society discovers cure, deliver effective treatments, and advocate for patients and care partners. It was founded in 1981, and is headquartered in Newton, Massachusetts, USA, with a workforce of 11-50 employees. Its website is https://braintumor.org/.