Communications Coordinator

We are seeking a highly organized, proactive, and detail-oriented
Operations & Communications Coordinator
to support the smooth day-to-day functioning of our team, office, communications, and ongoing programming. This role bridges internal coordination, limited HR support, building operations, communications, and e-commerce—making it essential to the overall effectiveness and professionalism of our organization. The ideal candidate is a flexible problem-solver who can manage multiple priorities, collaborate across departments, and contribute positively to our mission-driven team culture at the Institute for Girls’ Development and Flourish Therapy + Wellness Center in Pasadena.

The ideal candidate also enjoys the variety of responsibilities included in this part time position (12 – 20 hours per week)

Part Time Hourly ($20 – 25 per hour)

Communications:

• Help draft and distribute weekly team emails and texts
• Coordinate with schools, organizations, and outside collaborators to schedule speaking engagements and trainings
• Assist with scheduling and managing team meetings, speakers, and trainers
• Update team calendars regularly
• Track webinar and training registrations, manage pre/post event communications, and respond to inquiries
• Support creation and distribution of tenant newsletter
• Serve as a liaison for schools and Regional Centers regarding contracts

HR

Activities:

• Monitor and manage the HR mailbox
• Forward applicants and questions to leadership; communicate with candidates throughout hiring process
• Schedule online and in-person interviews
• Send offer letters or declining emails as needed

Office & Building Oversight:

• Coordinate logistics for room rentals and events (e.g., SGVPA), including signage and setup
• Liaise with building owners/vendors to resolve maintenance issues and keep team informed
• Maintain and oversee office equipment functionality and cleanliness
• Communicate regularly about building updates and needs

Team Support:

• Assist with onboarding new team members (e.g., tech setup, HR paperwork, supplies)
• Organize periodic team lunches and support internal culture-building activities
• Help rearrange furniture and organize offices as needed
• Order and track group and office supplies
• Print and assemble manuals and program materials
• Assist billing department with administrative tasks
• Fulfill orders for the Stand Up! Speak Out!® curriculum

Continuing

Education:

• Coordinate with leadership on CE projects and necessary documentation

Administrative & Organizational Tasks:

• Maintain and update internal documents and shared drive files
• Coordinate and schedule meetings; support file organization for projects
• Show office spaces to prospective tenants
• Onboard new tenants and manage communications for ongoing tenant needs
• Communicate building-related updates to tenants

IT & E-Commerce Support:

• Coordinate with IT to troubleshoot issues related to website, WiFi, computers, and servers

Website Projects & Online Store:

• Handle workshop, camp, and webinar registration processes

• Exceptional organizational, communication, and multitasking skills
• Strong interpersonal skills and a collaborative spirit
• Comfort working with a variety of digital platforms (Teams, e-commerce systems, etc.)
• Experience in administrative support, operations, or HR is a plus
• Tech-savvy and proactive in solving logistical challenges
• Ability to manage sensitive information with confidentiality and professionalism

• Provide a cover letter, explaining your interest in this position.
• In the subject line, please note your last name and specify your interest, i.e. Perez Operations & Communications Coordinator.