Administrative Project Manager

United Way of Massachusetts Bay•Boston, MA

9d•Hybrid

About The Position

United Way of Massachusetts Bay is seeking an Administrative Project Manager to serve as a shared resource for the Development and External Affairs departments. This role will provide strategic operational, project coordination, and executive support to enhance collaboration and improve efficiency across both departments and the organization as a whole. The position reports jointly to the Chief Development Officer and Chief of External Affairs. A primary focus will be on creating systems, tools, and structures that facilitate effective team collaboration, management of shared priorities, and successful execution of joint deliverables. The Administrative Project Manager will aim to increase visibility across work, coordinate shared planning and organizational tools (including the organization-wide communications calendar), and ensure strong information flow between Development, External Affairs, and other organizational partners. Approximately 25% of the role will involve high-level executive and administrative support for both Chiefs. Overall, this role is designed to create capacity for teams and leaders by strengthening coordination, improving shared processes, and providing the necessary structure to advance priorities effectively.

Requirements

3+ years of relevant experience in project management, operations, executive support, or administration.
Strong project management and organizational skills, with demonstrated ability to manage multiple priorities and deadlines.
Experience supporting senior leaders and coordinating work across multiple teams or functions.
Excellent written and verbal communication skills, with strong attention to detail and follow-through.
Collaborative and relationship-oriented, with the ability to move work forward across teams without formal authority.
Proficiency with Microsoft Office suite, and comfort using project management, collaboration, calendar, and CRM tools.
Commitment to Diversity, Equity, and Inclusion and to the mission of the United Way of Massachusetts Bay.

Nice To Haves

BA/BS degree preferred

Responsibilities

Serve as an operational connector across Development, External Affairs, and the broader organization, creating tools, structure, and coordination to help teams collaborate and advance shared priorities.
Develop practical project management tools, shared work plans, calendars, templates, and processes to enhance visibility, clarify responsibilities, and facilitate team execution.
Support joint priorities and deliverables across Development and External Affairs by coordinating timelines, milestones, dependencies, and information flow, particularly at the intersection of fundraising, communications, marketing, public affairs, and events.
Create and manage the organization-wide communications calendar in partnership with teams across the organization, ensuring visibility into key communications, campaigns, events, fundraising activities, advocacy moments, and organizational milestones.
Coordinate key meetings, planning processes, and special projects; translate discussions into clear next steps and ensure teams have the necessary information and resources.
Identify opportunities to simplify processes, strengthen collaboration, reduce administrative burden, and create greater consistency across Development and External Affairs.
Provide high-level administrative and operational support to the Chief Development Officer and Chief of External Affairs, helping them maximize their time and focus on strategic priorities.
Manage complex calendars, scheduling, and coordination across internal and external stakeholders.
Anticipate needs and prepare agendas, briefings, presentations, and other materials to support effective meetings and decision-making.
Partner with other department staff to coordinate leadership meetings, Board and committee activities, retreats, and other key engagements.