Development & Operations Coordinator

thehivecareers.co; Maine; On-site; USD 50,000 - 70,000; Full time

Job summary

thehivecareers.co is seeking a Development & Operations Coordinator in Maine, USA to streamline administrative functions and enhance operational efficiency. The role involves managing key projects, coordinating logistical support for external events, and engaging with stakeholders to drive initiatives.

Qualifications include experience in project management and strong communication skills. Familiarity with tools like Trello, NeonCRM, and Mailchimp is preferred.

The position offers an opportunity to contribute to strategic initiatives while ensuring smooth day-to-day operations.

Qualifications

• Experience managing multiple projects and deadlines.
• Ability to develop and implement organizational policies.
• Strong communication skills for internal and external stakeholder engagement.

Responsibilities

• Manage key projects to ensure smooth operations.
• Provide logistical support for events and initiatives.
• Analyze and report on web and social media metrics.

Skills

Project management

Logistical support

Policy development

Communication

Data analysis

Social media management

Tools

Trello

NeonCRM

Mailchimp

Job description

Development & Operations Coordinator

Job Title: Development & Operations Coordinator

Purpose of Role (Operations):

The coordinator will support the administrative, logistical and operational systems of the organization. This role will handle key day‑to‑day functions that ensure the organization runs smoothly while freeing up the Operations Manager to focus on strategic planning, cross‑team coordination and enhancing organizational efficiency.

Responsibilities

1. Manage projects such as the Annual Report, oversee Memorandum of Understanding (MOU) processes, and work with the social media marketing team on media communication plans.
2. Review existing policies and support the development of clear, sustainable frameworks that guide long‑term organizational practices.
3. Provide logistical support for the planning and execution of external events.
4. Support external stakeholders related to programmatic execution, including logistics.
5. Support the Scholarship process by drafting Terms of Grant (TOG), coordinating fund disbursement with the Executive Administrative Assistant, and communicating with donors on interview scheduling and candidate selection.
6. Assist in collecting, analyzing, and reporting website and social media performance metrics on a monthly basis.
7. Coordinate board meeting logistical and technological needs.
8. Support the tracking and organization of key documents such as MOUs and TOGs to ensure they are up‑to‑date, properly logged, and easily accessible.
9. Create meeting schedules and coordinate calendars to ensure all stakeholders are informed and prepared.

Strategic Value

The coordinator will minimize the need for daily project oversight, allowing the Operations Manager to concentrate on strategic initiatives such as policy/process development and the Choose A Cause website redesign—advancing both operational excellence and long‑term organizational growth. This shift also strengthens cross‑functional team support and enables focused efforts on mission‑driven strategic priorities.

First 30 Days

• Review organizational policies, processes, and manuals to understand workflows.
• Gain an overview of current and upcoming projects, including key deadlines.
• Familiarize with shared drive structures and document organization.
• Attend project meetings to observe workflows and communication styles.
• Identify key stakeholders and track project deliverables.
• Begin supporting daily project activities under guidance, moving toward independently managing initiatives such as the Annual Report, Choose A Cause, and social media communications.
• Complete training on NeonCRM, Mailchimp, and website.

By Day 60

• Manage projects such as the Annual Report, oversee MOU processes, and work with the social media team on communication plans.
• Review and help develop sustainable organizational policies, processes, and manuals.
• Provide logistical support for external events, programmatic initiatives, and the facilitation of scholarships.
• Manage website content updates and report on website and social media metrics monthly.
• Coordinate logistics and technology for board meetings as needed.
• Maintain and organize key documents such as MOUs.
• Schedule and coordinate meetings to keep stakeholders informed and prepared.

Performance Measurements

• Alignment with expectations: Deliverables meet established objectives, standards, and formats.
• Timeliness: Outputs are delivered on schedule, allowing time for review and revision.
• Checklist: Prioritized checklist of daily tasks utilizing Trello dashboard to organize tasks with deadlines and status updates across department.