Administrative Coordinator; Boston

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.

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.

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

• 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)

• 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

• 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

• 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

• Strong project management and organizational skills
• Proficiency with project management tools (e.g. Asana)
• Ability to manage multiple priorities…