Administration & Operations Coordinator

Position Summary 

We’re looking for an Administration & Operations Coordinator who thrives at the intersection of people, processes, and purpose. This role is about more than keeping things organized — it’s about building systems that empower our team, supporting those who drive our mission, and ensuring the daily operations of the HNBA and the HNBA VIA Fund run with excellence. You’ll be the steady hand behind our calendars, records, technology, and governance, while also bringing energy and creativity to events, communications, and member engagement.

Who You Are 

You’re the kind of person who finds satisfaction in making complex things run smoothly. You love details, but you never lose sight of the bigger picture — helping people do their best work in service of a mission you believe in. You’re proactive, dependable, and unafraid to jump in wherever needed. You anticipate bottlenecks, propose process improvements, and build new systems when necessary. 

Whether you’re coordinating a board meeting, managing data in Salesforce, troubleshooting user access in SharePoint, or keeping events on track, you bring professionalism, positivity, and a commitment to excellence. You’re a creative problem-solver who thrives on a small, mission-driven team and iterates quickly from idea to execution. 

Responsibilities 

In this role, you will support the core operations of the HNBA and the HNBA VIA Fund by keeping our systems strong, our team supported, and our events and governance running smoothly.  

Key responsibilities include:Administrative Support 

• Maintain accurate and organized electronic records and files 

• Serve as the point of contact for general inquiries and route appropriately and diplomatically with your teammates  

Operations & Systems 

• Support the Finance Associate as needed, including invoices, reimbursements, and expense tracking 

• Support IT operations by managing all organizational accounts and systems (Zoom, Outlook, SharePoint, etc.) 

• Serve as the primary point of contact with the IT vendor to coordinate user setup, troubleshoot technical issues, and oversee logistics related to email and technology access 

• Maintain organizational databases and records with accuracy and confidentiality 

• Coordinate with vendors and manage contracts, renewals, and office resources 

• Assist with HR functions, including onboarding, systems access, and timesheet collection 

Event & Program Support 

• Support logistics for conferences, webinars, and programs 

• Manage participant lists, discount codes, and event-related records using Salesforce 

• Coordinate communications with members, sponsors, and other stakeholders 

• Assist staff with on-site and virtual event execution 

Qualifications 

Technical Capabilities 

• 2+ years of administrative or operations experience, preferably in a nonprofit or membership organization 

• Strong proficiency with Salesforce (required) 

• Strong understanding of SharePoint (required) 

• Proficiency with Microsoft Office Suite 

• Experience supporting events and managing logistics 

• Ability to handle confidential information with discretion 

Must-Haves 

• Demonstrated commitment to mission-driven work and advancing organizational goals 

• Highly organized, detail-oriented, and able to manage multiple priorities under deadlines 

• Strong written and verbal communication skills 

• Proactive, flexible, and solutions-oriented approach 

• Collaborative and people-centered, with excellent interpersonal skills 

Compensation & Benefits 

• Salary range: $45,000 – $50,000 

• Comprehensive benefits package, including contribution to or stipend for health, dental, and vision coverage 

• Retirement savings plan with employer contribution (eligible after one year of full-time employment) 

• Generous paid time off, holidays, and a winter office closure 

• Professional development and growth opportunities 

How to Apply 
Interested candidates should submit a resume and cover letter to admin@hnba.com The cover letter should be a brief narrative about who you are and why you’re drawn to this role. It should not restate your resume—we’re interested in your story and your “why.” Applications will be reviewed on a rolling basis until the position is filled.