Executive Coordinator

Boston Center for the Arts•Boston, MA

6d•$65,000 - $75,000•Hybrid

About The Position

The Executive Coordinator to the Chief Executive Officer (CEO) provides high-level administrative, operational, and strategic coordination support to the CEO and serves as a key partner in supporting board operations, institutional initiatives, and cross-departmental coordination across the organization. This role is responsible for managing executive scheduling and communications while also supporting Board of Directors engagement, vendor and contract coordination, office operations, and special projects aligned with BCA’s evolving institutional priorities and long-term strategic vision. The Executive Coordinator serves as a central organizational liaison, facilitating communication, coordination, and follow-through across leadership, staff, board members, artists, partners, vendors, and external stakeholders. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a dynamic and collaborative environment.

Requirements

3-5+ years of experience in executive support, office management, operations coordination, or related administrative roles.
Experience supporting senior executives, boards, contracts, or complex organizational operations preferred.
Strong organizational and project coordination skills with exceptional attention to detail.
Demonstrated ability to manage multiple priorities and maintain professionalism in a fast-paced environment.
Excellent written and verbal communication skills.
Strong interpersonal skills and the ability to work collaboratively across departments and with external stakeholders.
Proficiency with Microsoft Office, Google Workspace, and scheduling/project management systems.

Nice To Haves

Interest in arts, culture, and nonprofit work preferred.

Responsibilities

Manage the CEO’s calendar, scheduling, travel coordination, and meeting logistics.
Prepare agendas, briefing materials, presentations, and follow-up documentation.
Create internal and external communications on behalf of the CEO.
Manage prioritizing and coordinating time-sensitive projects and organizational initiatives.
Maintain confidentiality and professionalism in all aspects of the role.
Manage Board of Directors and committee meetings, including scheduling, materials preparation, logistics, and follow-up.
Manage board calendars, governance records, and organizational documentation.
Responsible for tracking board action items, deadlines, and ongoing committee work.
Manage communication and coordination between board members, leadership, and staff.
Assist with onboarding materials and engagement for new board members.
Manage vendor onboarding, contracts, renewals, and related documentation.
Manage timelines, approvals, deliverables, and organizational agreements.
Coordinate service agreements, consultants, and institutional partnerships.
Serve as an internal point of coordination between departments and external vendors.
Manage the day-to-day coordination and functioning of the office environment.
Responsible for mail, deliveries, supply ordering, and general administrative operations.
Responsible for welcoming and assisting guests, board members, artists, partners, and visitors.
Manage meeting logistics, hospitality, and onsite coordination for leadership meetings and organizational gatherings.
Maintain organized administrative systems, files, and shared operational processes.
Assist with institutional initiatives, events, and strategic projects led by the CEO.
Support coordination across departments to ensure timely communication and execution.
Manage and track organizational priorities, timelines, and implementation processes.
Project management connected to governance initiatives, partnerships, fundraising activity, and campus planning efforts.