Senior Administrative Associate

Position Summary

The Jack, Joseph and Morton Mandel Foundation is seeking a Senior Administrative Associate at the Mandel Institute for Nonprofit Leadership in Brookline, Massachusetts. The Senior Administrative Associate is a highly organized and proactive individual contributor who supports the Institute’s administrative, financial, office, and program operations. Serving as a central resource for day-to-day administration, this role coordinates systems, vendors, technology, calendars, travel, and logistical needs that help the Institute operate smoothly. The Senior Administrative Associate works closely with Institute staff, Foundation colleagues, faculty, fellows, consultants, vendors, and external partners and is expected to exercise sound judgment, anticipate needs, and manage multiple priorities with care and accuracy.

Key Responsibilities
Financial Administration

Coordinate and support the Institute’s annual budgeting process in collaboration with senior staff, the Institute Director, and the Foundation COO, including budget development, review, and implementation.
Manage day-to-day financial administration, including invoices, reimbursements, consultant payments, purchasing, and expense tracking.
Request and process invoices and reimbursements from faculty, mentors, fellows, consultants, vendors, and other partners.
Maintain accurate financial records and reconcile Institute credit card accounts.
Coordinate consultant and vendor contracting processes, including collection of required documentation, contract routing, approvals, and execution.

Administrative Operations & Technology

Coordinate and improve administrative processes and workflows to support efficiency, consistency, and organizational effectiveness.
Research, implement, and maintain administrative tools and systems that support Institute operations.
Serve as the primary liaison with the Foundation IT department regarding technology purchases, software licenses, equipment setup, and related needs.
Serve as a primary resource for Boston-based staff regarding technology and equipment needs.
Coordinate audiovisual systems and technology needs in the Brookline office, including hybrid meetings, seminar recordings, hardware maintenance, the entryway monitor, and support from external vendors.

Office Administration & Vendor Coordination

Coordinate relationships with Boston-based vendors and service providers, including hotels, cleaning services, and building management.
Coordinate office maintenance and facilities-related needs and serve as the primary point of contact with building management regarding office operations and repairs.
Maintain office services, supplies, equipment, inventory, and storage to support staff, faculty, fellows, and visitors.
Serve as the primary point of contact for guests visiting the Boston office, including access, directions, parking information, and visitor logistics.

Institute Administration

Maintain the Institute’s internal calendar, including holidays, major program dates, admissions activities, and relevant field-wide events that affect planning and scheduling.
Maintain the Mandel Institute Outlook calendar and shared scheduling resources.
Monitor the Institute’s general email inbox and route inquiries to the appropriate staff members.
Coordinate onboarding meetings and related administrative logistics for new staff members.
Maintain graduate directory information and website biographies and profiles.

Program & Event Support

Partner with Program Associates and Program Directors to support the administrative and logistical needs of seminars, admissions activities, Institute gatherings, and special initiatives.
Coordinate travel and accommodations for fellows, faculty, advisors, guest presenters, candidates, admissions committee members, and other program participants.
Provide administrative and logistical support for meetings and events, including coordination with internal colleagues and external vendors.
Perform other duties as assigned.

Qualifications

Several years of progressively responsible administrative, office operations, or related experience; experience in a nonprofit, foundation, educational, or mission-driven environment is helpful.
Exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities and deadlines.
Experience coordinating budgets, invoices, reimbursements, contracts, purchasing, vendor relationships, or similar administrative financial processes.
Strong written and verbal communication skills and a service-oriented approach to working with colleagues, participants, visitors, and external partners.
Demonstrated ability to work independently, exercise sound judgment, maintain discretion, and anticipate administrative needs.
Ability to identify opportunities to improve administrative systems, processes, and workflows.
Proficiency with Microsoft 365 and comfort learning and maintaining technology platforms and administrative systems.
Ability to collaborate effectively across teams while taking ownership of assigned responsibilities.