Operations Coordinator

The Nature Conservancy•Boston, MA

3d•$33 - $35•Hybrid

About The Position

The Operations Coordinator serves as a key administrative and operations support position for the Massachusetts chapter, providing direct support to the State Director while ensuring smooth day-to-day office operations, staff support, and organizational compliance. This is a highly visible operations and administrative coordinator role that combines executive support, office management, compliance coordination, meeting/event support, and day-to-day operational problem-solving to help the Massachusetts chapter run efficiently. This is a Hybrid position, requiring at least 3 days per week of in-person attendance at our Boston, MA office. A successful Operations Coordinator will be: Highly organized and able to balance multiple priorities and deadlines. Service-oriented, collaborative, and committed to supporting conservation work behind the scenes. An excellent communicator who writes clear correspondence. Discreet and trustworthy when handling sensitive personnel, financial, donor, and strategic information. Detail-oriented, proactive, and skilled at solving problems independently. Comfortable managing data, databases, reports, and administrative systems. Able to work effectively in both fast-paced and quieter work environments. Courteous and effective working with a wide range of staff, partners, and vendors. The Massachusetts Business Unit believes in flexibility and as such, team members are working in a hybrid model: splitting workdays between home and using TNC offices, as required. Our work has proven successful with a deliberate blend of virtual and in-person connections, as well as independent and collaborative work. This is considered a hybrid position and must be in the Boston office at least 3 days/week. The work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain. The Coordinator works collaboratively with staff and provides responsive, service-oriented support that contributes to effective operations and positive working relationships.

Requirements

Bachelor's degree and 1-year experience or equivalent combination.
Experience organizing time and managing diverse activities to meet deadlines.
Experience maintaining confidentiality around sensitive personnel, donor, financial, and strategic matters
Experience working and communicating with a wide range of people.
Database skills, including managing and tracking data, and producing reports.

Nice To Haves

Strong communication skills and experience writing clear, understandable email messages.
Experience proactively communicating and presenting information on others’ behalf.
Strong organizational skills and attention to detail.
Service oriented. Courteous, tactful and able to deal effectively and sensitively with a diverse range of people
Self-motivated and able to produce results in both busy and quiet environments.
Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems.

Responsibilities

Work with the State Director and Executive Coordinator to proactively manage State Director’s calendar: schedule appointments, arrange meetings and troubleshooting issues.
Administratively support the State Director by assisting with travel arrangements, expense reimbursements and other tasks as needed.
Manage and maintain the Boston Office to keep it neat, functional and efficient. Function as the main liaison with the landlord for office maintenance, cleaning and repairs. Manage thermostats/HVAC issues, office security and emergency plans. Manage office equipment by troubleshooting and proactively tracking/negotiating related contracts and agreements. Purchase office equipment and supplies. Create and communicate office-specific policies and procedures to staff and act as staff contact for visitors and new staff orientation. With Director of Operations & Culture, troubleshoots office-specific challenges by proactively developing solutions.
Manage incoming mail, general emails and inbound phone calls. Works with development team to deposit donations in a timely fashion.
Support the Sheffield, MA TNC office by helping to coordinate vendors, ensuring equipment is working properly and contracts are current. Ensure policies and procedures related to office security and safety are current and understood. May take on administrative projects as time allows and travel to Sheffield as needed.
Act as IT coordinator and onsite liaison with central IT team. Purchase, track and coordinate equipment, troubleshoot and oversee office IT/AV “hygiene”.
Assist with ensuring compliance by acting as BU Coordinator for Records Retention and Youth Safety. Develop and manage related staff resources.
Handle the process of filing for tax exemptions for The Nature Conservancy's land holdings in Massachusetts, ensuring compliance with state regulations.
Act as accounts payable back-up.
Help manage assets by tracking and coordinating vehicle registrations and associated paperwork. Assist with assets inventory and related insurance updates.
Assist the Director of Operations & Culture with onboarding new employees/interns. Track and update vehicle use agreements with insurance company.
Assist with operations-related tasks such as the planning and implementation of events and staff-wide meetings.
May represent Operations on Chapter and/or Divisional teams.
Assist with administrative/project support for other teams as needed and as capacity exists.
Travel occasionally to attend team retreats or support business unit
Work overtime as needed (with prior approval from supervisor).