Institute Operations & Executive Coordinator

TOGETHXR; Northern (KY); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive salary

Benefits package

Job summary

WHSP Institute in Brighton, MA seeks an Institute Operations & Executive Coordinator to support the leadership team and day-to-day operations. You will implement organizational systems, manage admin workflows, and serve as the primary owner of core tools.

The role requires 5+ years in operations or executive support, strong organizational and communication skills, and discretion with confidential information.

Qualifications

• Five+ years in operations, admin, or executive support roles.
• Experience supporting multiple principals or leadership teams preferred.
• Proficient with standard office productivity and scheduling software.

Responsibilities

• Lead implementation of key organizational systems and workflows.
• Develop and maintain documentation and processes for consistent operations.
• Own and administer core operational systems for the Institute.

Skills

Operations experience

Administrative support

Executive support

CRM platforms

Workflow management

Communication skills

Organizational skills

Discretion with info

Tools

CRM platforms

Scheduling software

Job description

TOGETHXR's job board connects our community to power the next generation of game-changers. Find your dream role in the front office and beyond - because women's sports deserves a workforce just as powerful as the play. Hiring? Recruit your next MVP by submitting your job here .

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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.