Institute Operations & Executive Coordinator

Women's Health, Sports & Performance Institute; Massachusetts; On-site; USD 65,000 - 95,000; Full time

Benefits offered by this job

Competitive salary

Benefits package

Growth opportunities

Leadership access

Athlete engagement

Job summary

Women’s Health, Sports & Performance Institute in Brighton, MA is seeking an Institute Operations & Executive Coordinator to support the leadership team and day-to-day operations on-site. The role blends operational systems ownership with high-level administrative duties across departments.

The successful candidate will demonstrate strong CRM/tool skills, exceptional organization, and a proactive, confidential approach to executive support.

Qualifications

• Five or more years in operations or executive support in a professional environment.
• Experience supporting multiple principals or leadership teams preferred.
• Ability to evaluate, implement, and manage organizational tools and systems (CRM, communications, workflows).
• Strong organizational skills, attention to detail, and discretion with confidential information.
• Excellent written and verbal communication; proactive and self-directed.

Responsibilities

• Lead implementation of core operational systems and workflows with IT and leadership.
• Develop documentation and processes to share institutional knowledge.
• Serve as day-to-day owner of operational systems; ensure currency and fit.
• Provide executive support: scheduling, correspondence, logistics for 2–4 executives.
• Coordinate travel, expenses, events, and external meetings.
• Draft professional correspondence and assist board meeting logistics.
• Support onboarding, team meeting logistics, and vendor relationships.
• Adapt to priorities and provide cross-departmental operational support.

Skills

Project management

Communication

Attention to detail

Discretion

Self-motivation

Tools

CRM platforms

Scheduling software

Office productivity suite

Workflow management software

Job description

Location: Brighton, MA - Full-time, on-site

Hours: Approximately 9:00 a.m. - 6:00 p.m., with flexibility as the role requires

About the WHSP Institute

The Women's Health, Sports & Performance Institute is dedicated to improving the health, performance, and long-term well-being of female athletes. We believe that optimal health and optimal performance go hand in hand. Our mission is to inspire, empower, educate, and convene researchers, clinicians, and the broader sports community to advance our understanding of female athlete health and performance.

As a growing, mission-driven organization, WHSP turns research-backed insights into practical knowledge that athletes, coaches, athletic trainers, clinicians, parents, and sports organizations can use to improve health and performance. The Institute houses a state-of-the‑art physiology laboratory, a high‑performance gym with 3D biomechanical analysis capabilities, a research‑grade metabolic kitchen, and dedicated research space, and partners with leading universities, sports organizations, and governing bodies to deliver peer‑reviewed science, clinician education, and field‑shaping best practices.

Position Overview

The Institute Operations & Executive Coordinator is a multifaceted role responsible for the operational, administrative, and systems infrastructure that supports WHSP Institute's leadership team and day-to-day organizational functions. The successful candidate will bring both technical aptitude and strong administrative skills, and will be comfortable implementing organizational tools and systems while also providing reliable executive support across the Institute's leadership.

This is a full-time, on-site position at WHSP Institute headquarters in Brighton, MA.

Key Responsibilities

Operational Systems and Infrastructure

• Lead implementation of key Institute organizational systems, including communications management, contact and relationship tracking, and administrative workflows, in coordination with the IT team and senior leadership
• Develop and maintain documentation, protocols, and processes that support consistent, organized operations across the Institute and enable institutional knowledge to be shared effectively
• Serve as the primary day-to-day owner and administrator of the Institute's core operational systems, ensuring they remain current, accessible, and fit for purpose as the organization grows

Executive and Administrative Support

• Provide executive and administrative support to 2-4 Institute executives and key personnel, including scheduling, correspondence, logistics, and coordination
• Handle organizational travel and logistics planning, expense management, conference registration, and event coordination for the leadership team
• Represent the Institute in external meetings
• Coordinate internal and external Institute and partner activities and events
• Draft and edit professional correspondence and internal communications as needed
• Support Board meeting logistics and preparation in coordination with the Managing Director

Institute Operations

• Provide logistical support for Institute events, programs, and external engagements, including coordination with partners, vendors, and stakeholders
• Manage general office administration, facilities coordination, and vendor relationships
• Support new hire onboarding, team meeting logistics, and other organizational coordination functions
• Adapt to organizational priorities and provide broad operational support across departments as needs evolve

Required Qualifications and Characteristics

• Five or more years of experience in an operations, administrative, and/or executive support roles in a professional environment; prior experience supporting multiple principals or a leadership team preferred
• Demonstrated ability to evaluate, implement, and manage organizational tools and systems, including CRM platforms, communications infrastructure, and workflow management software, and build processes that others can use independently
• Strong proficiency in standard office productivity and scheduling software; comfort learning new systems quickly
• Exceptional organizational skills, attention to detail, and consistent follow-through on commitments
• Sound professional judgment and discretion in handling sensitive or confidential information
• Strong written and verbal communication skills, including the ability to draft professional correspondence independently
• Proactive, self-directed work style with the ability to manage competing priorities and anticipate organizational needs
• Commitment to the mission of advancing female athlete health and performance

Preferred Qualifications

• Experience in an academic medicine, research, healthcare, or mission-driven nonprofit environment
• Prior experience implementing or administering CRM or contact management systems in a small-to-midsize organization
• Background in or enthusiasm for women's sports, health, or performance
• Experience coordinating events, conferences, or major organizational programs
• Familiarity with data privacy and compliance requirements relevant to healthcare or research settings

What We Offer

• Opportunity to make a meaningful impact in women's sports and health
• Direct partnership with senior leadership in a growing organization
• Opportunity for personal and professional growth as the organization expands
• Interaction with athletes, coaches, and thought leaders across women's sports
• Competitive salary and comprehensive benefits package

WHSP Institute is an equal opportunity employer. WHSP Institute provides equal employment opportunities to all employees and applicants for employment regardless of race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, or military service.