Administrative Manager, Boston Women's Workforce Council

Administrative Manager

The Administrative Manager is a critical operational role at Boston Women's Workforce Council (BWWC), providing comprehensive support to the entire BWWC team, including the Executive Director and Director of Strategic Engagement. This position serves as the primary contact for external vendors and is responsible for the day-to-day functioning of organizational systems, financial tracking, scheduling, and communications.

Incumbent expected to have deep experience and facility with Salesforce, Quick Books, Constant Contact, Google Suite (Gmail, Google Calendar, Google Sheets) and Microsoft Office (Word, Excel, PowerPoint), and is comfortable managing multiple systems simultaneously in a fast-paced nonprofit environment.

Systems Maintenance, Improvements and Record Retention

• Serve as an organizational point of contact for team systems, finances, and operations. Introduce improvements and maintain high quality system functions across all technology platforms that support BWWC operations including Salesforce, Constant Contact, Google Suite, Microsoft Office and Square Space.
• Maintain and update databases, including member organization records, contact lists, and engagement tracking. Run reports as needed to support leadership and fundraising.
• Manage and support scheduling for team calendars. Prepare materials in advance. Maintain shared drives and folder structures.
• Track budgets, build and maintain project timeline trackers for key initiatives. Build high visibility presentation decks. Take and distribute notes.
• Use Mail Merge, conditional formatting, pivot tables, and cell formulas to improve team communication.
• Maintain and troubleshoot BWWC's wage gap calculator tool; coordinate with IT or vendors for technical issues.
• Serve as the primary internal liaison with BWWC's outsourced IT provider and various external partners

Financial Management

• Manage annual dues invoicing and collection for all 200+ member organizations using Quick Books; track payment status and follow up on outstanding balances.
• Coordinate with the BU Gifts Office to ensure correct allocation of incoming funds.
• Conduct weekly budget reconciliations; flag discrepancies and report to the Executive Director.
• Manage vendor relationships including collecting estimates and invoices.

Program and Event Support

• Support Biennial Wage Gap Measurement Program logistics, including updating data contact lists, communicating with Signers regarding program dates, submission reminders, and questions; develop project timeline; manage "hotline" for member questions
• Provide logistical and operational support (venue and catering coordination, day-of logistics, materials preparation, etc.) to Engagement Manager for all events they lead, including quarterly briefing sessions, Wage Equity Impact Awards and Effective Practices Conference

Special projects, as needed

Required Skills

• Bachelor's degree and 2+ years of relevant experience in managing administrative duties in an office environment as well as managing projects on their own
• Demonstrated expertise in Microsoft Office (especially PowerPoint, Excel, and Word), Salesforce, Google Suite for Business, Square Space website management software and Constant Contact
• Proven ability in financial management, including budgeting and weekly financial reconciliations
• Experience coordinating meetings and keeping team calendars up to date
• Excellent organizational skills
• Superior attention to detail
• Comfortable multi-tasking and being flexible when priorities shift
• Effective communicator in both writing and orally

Applicants must submit a resume and cover letter to be considered for this position.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, natural or protective hairstyle, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor.