Administrative and Program Associate

CommonWealth Beacon; Boston (MA); Hybrid; USD 40,000 - 50,000; Full time

Benefits offered by this job

Health insurance stipend

Professional development funds

Paid time off

Job summary

The League of Women Voters of Massachusetts (LWVMA) is seeking an Administrative and Program Associate to help manage day-to-day operations, support development and events, and assist in program implementation. This entry-level role reports to the Executive Director and works with a small team across advocacy, education, and community engagement.

Responsibilities include office operations, donor processing, event logistics, communications, and project support for voter engagement initiatives.

Qualifications

• Bachelor’s degree preferred.
• 1–3 years nonprofit or administrative experience preferred.
• Eager to learn and take on leadership responsibilities.
• Experience managing volunteers is a plus.
• Proven attention to detail and ability to manage multiple priorities.
• Proficiency in Excel, Zoom, Word and Google Suite; NeonCRM experience a plus.

Responsibilities

• Office management and general administrative support: phones, emails, filing, deposits, supplies.
• Development support: payments, donor lists, and acknowledgement letters.
• Event coordination for LWVMA Conventions, Council, Day on the Hill, and other events (in-person/virtual).
• Communications: newsletters, action alerts, and testifying documents; social media support.
• Project support for Voter Engagement and VOTE411 coordination.
• Internship supervision and leadership development activities.
• Member support: certificates of insurance, tabling materials, membership reports.

Skills

Attention to detail

Data entry

Interpersonal skills

Organizational skills

Independent work

Teamwork

Education

Bachelor's degree

Tools

Excel

Zoom

Word

Google Suite

NeonCRM

Job description

Administrative and Program Associate
League of Women Voters of Massachusetts
Boston, MA

The League of Women Voters of Massachusetts (LWVMA) is a nonprofit, nonpartisan grassroots organization working to expand and protect voting rights in Massachusetts to ensure everyone is represented in our democracy. We empower voters and defend democracy through advocacy, education, and community engagement, at the local, state, and national levels.

Founded in 1920, LWVMA is comprised of 44 local chapters throughout the state with a total membership of approximately 3,000. League activity at the state level is coordinated by two distinct but complementary organizations: LWVMA is the political advocacy and membership 501(c)(4) organization; LWVMA, Lotte E. Scharfman Memorial Fund is the charitable and educational 501(c)(3) entity.

About the Position

Reporting to the Executive Director, the Administrative and Program Associate (APA) is an entry-level position that plays a key role in managing day-to-day operations of the organization. Through development, advocacy, and event support, the APA assists in the implementation of the organization’s programs and long-term strategic goals. The staff includes three full-time employees and two part-time employees.

Essential Duties

Office Management & General Administrative Support: Oversee the daily operations of the LWVMA office, including answering phones, responding to email inquiries from the public, filing records, bank deposits, mailing, purchasing office supplies, and sorting mail. Supports the Executive Director with hiring as the need arises.

Development Support: Log check, credit card, and ACH payments in NeonCRM. Compile weekly, bimonthly, and monthly payment reports for LWVMA’s Business Manager. Pull targeted donor lists for fundraising initiatives and track the performance of a donation campaign. Oversee the monthly acknowledgement letter system and upkeep of acknowledgement letter templates. Provide administrative support for the Development Committee through meeting scheduling, notetaking, and general correspondence.

Event Coordination: Assist Executive Director and committees in the execution of LWVMA Convention, Council, Day on the Hill, Boston 10K for Women, and other events through attendee registration tracking, event communications, and day‑of event support. Events are both in-person and virtual; travel around the Commonwealth is occasionally required (transportation provided).

Communications: Format and distribute email communications to all League members, including weekly/monthly newsletters, legislative Action Alerts, event announcements, and other updates as they arise via Constant Contact. Format, file, and distribute all LWVMA legislative testimonies during the MA legislative session and occasional press releases. Provides scheduling and clerical support to the social media communications team for the League’s various socials platforms

Project Support: Assist in managing a variety of project work, including but not limited to Voter Engagement Committee initiatives and overseeing the coordination of the League’s VOTE411 online voters’ guide during statewide/federal election cycles.

Internship Supervision: Assist in the operations of LWVMA’s seasonal Leadership Giving Council Internship Program, including but not limited to supervising, hiring, and assisting in the performance evaluation and development of college interns.

Member Support: Provide members/local Leagues with support including generating Certificates of Insurance for local events, developing and distributing tabling materials to local Leagues, answering questions related to League policies/bylaws, providing technological support on meetings, and developing League toolkits/resources. Log incoming membership payments daily and generate weekly/monthly membership reports.
Schedule

This is a full-time, hybrid position with business hours of 9AM to 5PM, Monday through Friday, with regular weekend and evening work as needed. A minimum of 2-3 days per week are in the office (located in downtown Boston near North Station).

Compensation and Benefits

The salary range for this position is $40,000.00 – $50,000.00, commensurate with experience. Benefits include paid time off for vacation, sick/personal time and holidays as well as a health insurance stipend and professional development funds.

Qualifications

• Bachelor’s degree preferred
• 1-3 years of nonprofit and/or administrative experience preferred.
• Eager to learn and take on new leadership responsibilities
• Experience working with volunteers strongly preferred. Experience managing volunteers a plus.
• Proven attention to detail and demonstrated ability to manage multiple priorities and projects with varying timelines.
• Ability to work with large volumes of data and information.
• Excellent interpersonal skills. Ideal candidate will be friendly, adaptable, patient, eager to learn, and organized.
• Data entry experience strongly preferred.
• Proficiency in Excel, Zoom, Word, and Google Suite (NeonCRM experience a plus).
• Ability to work well independently and as part of a team.
• Ability to learn new systems quickly.
• Commitment to LWVMA’s mission and organization values.