Administrative & Program Coordinator

MS, I'mpossible; Seattle (WA); On-site; USD 55,000 - 59,000; Full time

Job summary

MS, I’mpossible and BoardReady are seeking an Administrative and Program Coordinator to provide day-to-day support across both organizations. You will manage calendars, coordinate meetings, and organize information to help both teams deliver work.

The role combines administrative duties with hands-on program, events, communications, and social media support, ideal for someone who enjoys keeping people and schedules organized in a small team.

Qualifications

• Three+ years in project management, operations, or program coordination.
• Proactive, forward-looking with ability to identify gaps across two teams.
• Experience juggling multiple projects, deadlines, and stakeholders.
• Comfort with scheduling, invoicing, meetings, and event logistics.
• Strong writing/editing for clients, executives, and participants.
• Experience updating websites, social content, and email campaigns; basic analytics.
• Experience using AI tools (Claude), CRM, shared databases; learn new tech.
• Independent work style in a small team.

Responsibilities

• Administrative support and scheduling: manage calendars, schedule meetings, keep calendars current.
• Systems and team support: CRM coordination, maintain contact records and workflows.
• Program coordination: maintain project plans, deadlines, and action items.
• Event support: assist with planning and execution for in-person and virtual events.
• Communications and social media: update website, manage social calendar and emails.

Skills

Project management

Operations

Program coordination

Scheduling

Communication/writing

CRM systems

AI tools

Digital analytics

Tools

CRM software

AI tools Claude

Content management systems

Email campaigns

Job description

ABOUT THE ORGANIZATIONS

This shared role supports two mission-driven organizations connected by shared executive leadership.

BOARDREADY

BoardReady expands and diversifies the pipeline of board-ready leaders and helps organizations build stronger, more effective boards through leadership development, community, and connections to board opportunities.

MS, I’MPOSSIBLE

MS, I’mpossible empowers young adults living with multiple sclerosis through community programs, financial assistance, and resources for those newly diagnosed.

THE ROLE

We are seeking a proactive, detail-oriented Administrative and Program Coordinator to provide day-to-day administrative support across BoardReady and MS, I’mpossible. You will manage calendars, coordinate meetings, organize information, and follow through on details that help both teams deliver their work.

Administrative support is the core of this full-time role, alongside hands-on support for programs, events, communications, and social media. This position is well suited to someone who enjoys keeping people and schedules organized, communicating warmly and professionally, and balancing priorities across two small teams.

WHAT YOU WILL DO

Administrative support and scheduling

• Manage leadership and team calendars across both organizations, schedule internal and external meetings, and keep calendars current.
• Coordinate availability, send calendar invitations and reminders, arrange meeting spaces or virtual links, and communicate schedule changes promptly.
• Prepare agendas and meeting materials, capture notes and action items, and follow up on outstanding commitments.

Systems and team support

• Own CRM coordination, maintaining accurate contact records, activity tracking, and reliable workflows in collaboration with team members responsible for data and reporting.
• Document repeatable processes, organize shared files and templates, and improve handoffs across the team.

Program coordination

• Maintain project plans, deadlines, and action items across programs and projects.
• Own invoicing and administrative coordination for programs and projects.

Event support

• Support event planning and execution for in person and virtual events, including venue and vendor coordination, budget tracking, invitations, RSVPs, run-of-show preparation, and post-event follow-up.

Communications and social media

• Own and maintain website updates, communications calendar for social media, newsletters, and program and event emails.

WHAT WE ARE LOOKING FOR

• At least three years of experience in project management, operations, program coordination, or a similar role.
• Brings a proactive, forward-looking approach, spotting gaps and future needs across both organizations rather than waiting to be asked.
• Experience managing multiple projects, deadlines, and stakeholders, with dependable follow-through and sound judgment about when to elevate an issue.
• Comfort with hands-on scheduling, invoicing, meeting preparation, and event logistics.
• Strong writing and editing skills, with the ability to communicate professionally with clients, senior executives, candidates, and program participants.
• Experience updating websites, managing social content, and creating email campaigns; familiarity with basic digital analytics.
• Experience using AI tools (specifically Claude), CRM systems, shared databases –and learning new technology.
• A practical approach to documenting processes and improving workflows.
• Ability to work independently, ask useful questions, and adapt as priorities change in a small team.
• Interest in both organizations’ missions. Experience in nonprofit organizations or other small teams is helpful but not required.

COMPENSATION

$40-43 per hour (with opportunity to move to full-time salaried position in Spring 2027)