Executive Coordinator

bostonarts; Boston (MA); Hybrid; USD 65,000 - 75,000; Full time

Benefits offered by this job

Paid time off

Admin closure

Health insurance

Retirement plan

Hybrid work

Job summary

Boston Center for the Arts in Boston, MA, is seeking an Executive Coordinator to support the CEO with high-level administrative, operational, and strategic coordination. The role partners across board operations, initiative management, and cross-department collaboration to drive organizational priorities.

The candidate will manage complex schedules, craft communications, and coordinate with vendors, staff, and external partners in a fast-paced nonprofit setting.

Qualifications

• 3-5+ years of experience in executive support, office management or related roles.
• Experience supporting senior executives, boards, contracts, or complex organizational operations.
• Strong organizational and project coordination skills with attention to detail.
• Excellent written and verbal communication skills.

Responsibilities

• Manage the CEO’s calendar, travel, meetings, and related logistics.
• Prepare agendas, briefing materials, and follow-up documentation for leadership.
• Coordinate internal and external communications on behalf of the CEO.
• Support board meetings, governance records, and action item tracking.
• Oversee vendor onboarding, contracts, renewals, and related docs.
• Run day-to-day office operations and guest reception, with cross-department collaboration.
• Assist with organizational initiatives and project coordination across teams.

Skills

Executive support

Office management

Operations coordination

Communication

Project coordination

Stakeholder management

Tools

Microsoft Office

Google Workspace

Scheduling systems

Job description

Title: Executive Coordinator
Reports to: Chief Executive Officer
Management: No
Exempt: Yes
Annual Salary: $65,000 - $75,000

About Boston Center For The Arts

Boston Center for the Arts (BCA) is a multidisciplinary cultural campus in Boston’s South End, home to artist studios, arts organizations, exhibition and performance spaces that together create a dynamic ecosystem of creativity and programming.

Through its residencies and initiatives, BCA serves as an epicenter for an expanding cohort of artists working across all disciplines, and has catalyzed careers by providing fertile ground for experimentation and artistic risk-taking. At its core is the historic Cyclorama, whose distinctive 360-degree form reflects a legacy of immersive storytelling and continues to inspire new experimentation at the intersection of art and technology.

At a time of significant institutional transformation, BCA is deepening partnerships with the City of Boston and cultural leaders across the region while advancing bold commitments in governance, artistic leadership, capital planning, and civic collaboration. Under the leadership of its CEO and first-ever Artistic Director, BCA is building a more connected, artist-centered, and partnership-driven future for the organization and the broader creative community.

Position Concept

The Executive Coordinator to the Chief Executive Officer (CEO) provides high-level administrative, operational, and strategic coordination support to the CEO and serves as a key partner in supporting board operations, institutional initiatives, and cross-departmental coordination across the organization.

This role is responsible for managing executive scheduling and communications while also supporting Board of Directors engagement, vendor and contract coordination, office operations, and special projects aligned with BCA’s evolving institutional priorities and long-term strategic vision.

The Executive Coordinator serves as a central organizational liaison, facilitating communication, coordination, and follow-through across leadership, staff, board members, artists, partners, vendors, and external stakeholders. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a dynamic and collaborative environment.

Key Responsibilities

Executive Support

• Manage the CEO’s calendar, scheduling, travel coordination, and meeting logistics.
• Prepare agendas, briefing materials, presentations, and follow-up documentation.
• Create internal and external communications on behalf of the CEO.
• Manage prioritizing and coordinating time-sensitive projects and organizational initiatives.
• Maintain confidentiality and professionalism in all aspects of the role.

Board Relations and Governance Support

• Manage Board of Directors and committee meetings, including scheduling, materials preparation, logistics, and follow-up.
• Manage board calendars, governance records, and organizational documentation.
• Responsible for tracking board action items, deadlines, and ongoing committee work.
• Manage communication and coordination between board members, leadership, and staff.
• Assist with onboarding materials and engagement for new board members.

Vendor and Contract Coordination

• Manage vendor onboarding, contracts, renewals, and related documentation.
• Manage timelines, approvals, deliverables, and organizational agreements.
• Coordinate service agreements, consultants, and institutional partnerships.
• Serve as an internal point of coordination between departments and external vendors.

Office and Administrative Operations

• Manage the day-to-day coordination and functioning of the office environment.
• Responsible for mail, deliveries, supply ordering, and general administrative operations.
• Responsible for welcoming and assisting guests, board members, artists, partners, and visitors.
• Manage meeting logistics, hospitality, and onsite coordination for leadership meetings and organizational gatherings.
• Maintain organized administrative systems, files, and shared operational processes.

Organizational Coordination and Special Projects

• Assist with institutional initiatives, events, and strategic projects led by the CEO.
• Support coordination across departments to ensure timely communication and execution.
• Manage and track organizational priorities, timelines, and implementation processes.
• Project management connected to governance initiatives, partnerships, fundraising activity, and campus planning efforts.

Qualifications

• 3-5+ years of experience in executive support, office management, operations coordination, or related administrative roles.
• Experience supporting senior executives, boards, contracts, or complex organizational operations preferred.
• Strong organizational and project coordination skills with exceptional attention to detail.
• Demonstrated ability to manage multiple priorities and maintain professionalism in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to work collaboratively across departments and with external stakeholders.
• Proficiency with Microsoft Office, Google Workspace, and scheduling/project management systems.
• Interest in arts, culture, and nonprofit work preferred.

Compensation & Benefits

• Salary range: $65,000 - $75,000 commensurate with experience. This is an exempt position.
• Boston Center for the Arts offers 4 weeks of paid time off, and 2 weeks of additional paid administrative closure.
• Benefits: 80% BCA-sponsored health, dental, and vision insurance; flexible spending plans, life and disability; and a 403(b) retirement savings plan.
• This is primarily an in-person position with 1 work-from-home day per week + a bank of remote days to use throughout the year.
• Complimentary tickets to BCA and BCA partner events and performances.

Boston Center for the Arts is an Equal Opportunity Employer. The BCA prohibits discrimination based upon an individual’s age, ancestry, citizenship, color, creed, disability, ethnicity, marital status, national origin, race, religion, sex, gender, sexual orientation, veteran status, or any other characteristics protected by applicable federal, state or local law.