Administrative Coordinator (Boston-based) Full Time NEW

About NBTS:

National Brain Tumor Society (NBTS) unrelentingly invests in, mobilizes and unites our community to discover a cure, deliver effective treatments, and advocate for patients and their care partners. NBTS is a leading policy advocacy and research organization as well as a convener of brain tumor research leaders including industry, regulators, funders, clinician researchers and patient advocates. The organization also delivers timely information and support to patients and families. Through collaborative leadership with partners, our results include paradigm shifting research discoveries, increased federal funding for brain tumor research, innovative new clinical trials, opportunities for entrepreneurship and venture philanthropy to benefit brain tumor research, and empowering collaborative advocacy that results in reforms and advances to health care and the development of treatments.

While we have seen significant progress in terms of scientific understanding of brain tumor biology, we are unsatisfied with the status quo of today’s treatment options. NBTS is committed to investment in new ideas and research poised to incent the development and realization of treatments that dramatically increase survival and quality of life for patients.

Summary:

Reporting to the Chief Scientific Officer (CSO), the Administrative Coordinator for the NBTS Research Team provides administrative and operational support to the CSO, the Research team, and the Managing Director of the NBTS Brain Tumor Investment Fund (BTIF).

The Coordinator is responsible for providing high-level executive support, including complex calendar management and coordination of mission-critical initiatives. The Coordinator serves as a key point of contact for internal and external stakeholders related to the NBTS research agenda and associated contracts. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while exercising sound judgment and professionalism. Strong communication, project management, and technical skills are essential.

Essential Duties and Responsibilities:

This is a representative list of the general duties the position may be asked to perform and is not intended to be all-inclusive.

Executive Support:

• Provide administrative support to the CSO and BTIF Managing Director
• Manage complex calendars, scheduling and meeting coordination
• Prepare meeting agendas, presentations, and relevant meeting materials
• Coordinate virtual and in-person meetings, including logistics, materials, and minutes
• Track and communicate action items and deliverables
• Manage CSO expense receipts and credit card reconciliation.
• Perform routine administrative duties (travel, filing, correspondence, etc)

Research Team Administration:

• Handle sensitive information with discretion and professionalism
• Coordinates special projects and external engagements
• Support logistics for meetings, events, and scientific conferences (including occasional travel)
• Manage NBTS conference participation at scientific meetings, including scheduling, travel, and materials
• Maintain accurate records and update Salesforce data

Research Project Coordination:

• Support strategic research initiatives and project workflows
• Assist in developing project plans (KPIs, timelines, budgets, deliverables, and risks)
• Coordinate cross-functional teams and resources
• Track project progress to ensure milestone completion
• Provide regular status updates and dashboards
• Promote accountability through consistent follow-up
• Identify and resolve challenges proactively
• Conduct project reviews and present findings to leadership
• Perform other duties as assigned

Education and Experience:

• Bachelor’s degree or equivalent experience required
• Prior administrative experience required, executive-level support preferred
• Experience, managing cross-functional projects in matrixed organizations
• Project Management Professional (PMP) certification a plus
• Experience in nonprofit, healthcare, or pharmaceutical sectors preferred

Required Skills and Competencies:

• Strong project management and organizational skills
• Proficiency with project management tools (e.g. Asana)
• Ability to manage multiple priorities independently
• Advanced proficiency in Microsoft Office or Google Workspace
• Experience with Salesforce, NetSuite, or similar platforms
• Strong attention to detail, with a commitment to quality and timely deliverables
• Collaborative mindset and mission-driven attitude

Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• This hybrid, Boston-based position routinely requires several days per month onsite at the NBTS office. Only candidates local to the Boston area will be considered.
• Offsite/remote work will be performed virtually in a home office environment. Remote work must be performed in the state of Massachusetts.
• Normal hours for this role are 9 a.m. to 5 p.m. ET, Monday through Friday. Occasional attendance at NBTS events or meetings may be required on the weekend or outside of normal hours.
• Domestic travel by car and/or plane is required up to 10% of the time. Travel may be inclusive of day travel for meetings, overnight travel for events, or a combination of both.
• This role is largely sedentary and requires sitting or standing in a stationary position for extended periods of time. This role frequently involves communicating on the phone and operating a computer for at least 70% of the work day.

Total Rewards:

Compensation:

• The anticipated compensation for this role is $55,000.00 per year, plus benefits.
• Final offers are based on relevant compensable factors. These may include the candidate’s skills and experience, the role’s expectations and level of responsibility, geographic location, and internal pay parity across similar positions within our organization.

Benefits:

• HMO and PPO medical insurance plans with employer premium contribution
• Dental and vision insurance plans with employer premium contribution
• Employer-paid group term life insurance
• Employer-paid short-term and long-term disability insurance
• Employer-funded Health Reimbursement Account (HRA) plan
• Medical and dependent care Flexible Spending Account (FSA) plans
• Traditional and Roth 401(k) plans with 3% employer match (4-year vesting schedule applies)
• Competitive PTO policy with 11 paid holidays, 20 accrued vacation days, 10 accrued sick days, 2 personal days, and 2 floating holidays per year; competitive parental, family and medical leave policy
• Employee assistance program
• Financial wellness and financial planning assistance program
• Employer-paid membership in MassBio, a leading life sciences professional organization

How to Apply:

Email your resume to careers@braintumor.org, or apply through the NBTS Jobs page on LinkedIn. Cover letters are encouraged, but not required.

NBTS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, religion, color, national origin, actual or perceived sex, sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information or other applicable legally protected characteristics.