Office Coordinator

Hand to Hold • Austin, TX

2h • $25 • Onsite

About The Position

Office Coordinator
The Opportunity
Be an essential part of a purpose-driven, vision-inspired, and mission-led team.
One in seven babies born in the US spends time in the NICU (neonatal intensive care unit). Parenting a child in the NICU is a traumatic experience that increases a parent’s risk for developing perinatal mood and anxiety disorders (PMADs). Hand to Hold® is a national non-profit 501(c)(3) organization that provides compassionate in-person and virtual support to NICU and bereaved parents before, during and after a NICU stay. This early intervention mental health support is available at no cost to NICU families across the United States.

As a Best Place for Working Parents® business for four consecutive years (2022-2025), our dynamic, growing organization seeks an Office Coordinator to join our team in Austin, TX.

The Office Coordinator is a key member of the Hand to Hold team, responsible for ensuring smooth daily operations, providing direct support to the Executive Director, coordinating staff and board needs, and maintaining an organized, welcoming office environment. This role requires excellent organizational skills, attention to detail, comfort with managing multiple priorities, and a warm, professional demeanor. The Office Coordinator will report directly to the Director of Operations.

The ideal candidate will have experience in administrative support, be comfortable working with slides and presentations, and enjoy building relationships to assist with in-kind donation asks and event support.

Requirements

• Strong written and verbal communication skills.
• High level of organization with exceptional attention to detail.
• Proficiency in Google Workspace and general comfort navigating technology tools.
• Ability to manage multiple tasks and deadlines independently.
• A positive, team-oriented attitude and commitment to the mission of Hand to Hold.

Nice To Haves

• Experience creating slide decks, marketing materials, or visual presentations (Canva or Google Slides preferred).
• Comfort with outreach and making in-kind donation requests.
• Experience using Canva or Google Slides to create polished, engaging materials.

Responsibilities

• Manage and maintain the Executive Director’s calendar, including scheduling meetings, conferences, and travel arrangements.
• Register the Executive Director for events and manage conference logistics.
• Prepare presentations, reports, and materials, often using Google Slides, Canva, or similar tools.
• Provide technology and logistical support for executive meetings and communications.
• Attend meetings as needed, taking and distributing minutes.
• Coordinate and schedule Board and committee meetings, including calendar invitations, agendas, slide decks, and note-taking.
• Track board member terms, bios, attendance and training requirements
• Support the onboarding and offboarding of board members.
• Maintain board records and ensure timely distribution of meeting materials.
• Coordinate board appreciation efforts (thank-you notes, gifts, etc.).
• Greet and assist visitors, volunteers, and staff in a welcoming and professional manner.
• Manage office, kitchen, and bathroom supply inventory; handle ordering through Amazon, Sam’s Club, etc.
• Event vendor support: manage printing, signage and supplies
• Maintain the organization’s storage unit inventory.
• Monitor and respond to the general phone line and email inbox; incoming and outgoing mail and deliveries.
• Support staff with travel coordination and lodging needs for events like the NICU Family Celebration and End-of-Year Staff Celebration.
• Assist with staff meeting coordination, including agendas, slide decks, and reminders.
• Help plan and support in-office events and staff celebrations.
• Assist Marketing, Operations, Programs and Development Teams as needed

Benefits

• Generous time off
• 184 hours of paid time off (includes sick time and mental health days)
• 15 paid holidays per year plus all working days after Christmas Day through New Year’s Day
• Summer Fridays & more
• Medical Insurance with a generous company contribution
• Monthly stipend for ancillary benefits of employee’s choice
• May include Life Insurance (whole or term), dental, vision, accident insurance & more.
• Flexible work schedule, professional development opportunities & team building activities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed