Operations & Administration Coordinator

ORGANIZATION:
Causewave Community Partners

TITLE:

Operations & Administration Coordinator

REPORTS TO:

Director of Finance & Administration This is a full-time position.

Here’s what we’re looking for in an Operations & Administration Coordinator:

The Operations & Administration Coordinator serves as a foundational member of the Causewave Community Partners team, critical to our daily operations and the seamless coordination of our organization’s diverse functions. This position acts as the operational hub of the organization—managing the office environment, supporting executive scheduling, facilitating finance and HR processes, and providing essential program administrative support. The ideal candidate is a proactive, detail-oriented professional who takes pride in maintaining efficient systems and brings a collaborative, solutions-oriented approach to their work.

The Operations & Administration Coordinator should have experience with and ability to manage the following:

• Assist the Director of Finance & Administration with accounts payable, invoicing, and monthly close procedures
• Process and track payments received by the organization
• Assist with collection of partner invoices and vendor documentation
• Support HR activities including onboarding coordination and personnel file maintenance
• Partner with the Director of Finance on team support activities as needed

• Serve as the operational hub of the office—ensuring a welcoming, organized, and fully functioning workplace
• Manage inventory of office supplies and equipment; prepare and submit purchase orders as needed
• Coordinate with vendors, manage service contracts, and ensure office equipment is maintained
• Maintain organized physical and digital filing systems
• Contribute to Causewave’s positive culture by coordinating office celebrations and staff-engagement activities

• Manage and maintain the President and CEO’s calendar, including scheduling meetings, appointments, and travel arrangements
• Anticipate scheduling conflicts and proactively coordinate with internal and external stakeholders
• Prepare agendas, meeting materials, and follow-up summaries as needed
• Support broader leadership team calendar coordination across the organization

• Coordinate and attend board meetings, including preparing and distributing meeting materials.
• Record and maintain accurate board meeting minutes.
• Manage board member scheduling and correspondence.
• Assist with board-related tasks as assigned.

• Accurately enter and maintain data across organizational systems and databases
• Generate reports and compile information as requested by leadership
• Maintain up-to-date contact lists, donor records, partner information, and staff files
• Ensure data integrity and confidentiality across all records

• Provide essential administrative support to program and development staff, including scheduling, correspondence, and document preparation
• Manage organizational mail and assist with donor acknowledgement processes
• Support the coordination of workshops, trainings, partner