Job description

About the Organization

National Brain Tumor Society (NBTS) is a mission-driven advocacy and research organization focused on accelerating a cure, improving treatment options, and strengthening support for patients and their care partners. The organization brings together research leaders, industry, regulators, funders, clinician researchers, and patient advocates to advance collaboration across the brain tumor community. Its work includes driving research breakthroughs, increasing federal support for brain tumor research, enabling new clinical trials, supporting entrepreneurship and venture philanthropy, and promoting policy change that improves care and treatment development.

Although progress has been made in understanding brain tumor biology, NBTS remains focused on pushing beyond current treatment limits and backing new research that can meaningfully improve survival and quality of life.

Role Overview

The Administrative Coordinator will support the Chief Scientific Officer, the Research Team, and the Managing Director of the Brain Tumor Investment Fund. This position combines executive assistance, operational coordination, and project support for major research and mission-related initiatives. The person in this role will be a central contact for internal and external stakeholders connected to the research agenda and related contracts.

The ideal candidate is highly organized, composed, detail-oriented, and comfortable balancing several priorities at once. Strong judgment, professionalism, communication ability, project coordination experience, and technical fluency are important for success.

Core Responsibilities

This position includes executive support, team administration, and coordination of research projects. Duties may evolve based on organizational needs.

Support the CSO and BTIF Managing Director with day-to-day administrative needs.
Own complex calendar coordination, scheduling, and meeting logistics.
Draft agendas, prepare presentation materials, and assemble meeting packets.
Organize virtual and on-site meetings, including logistics, materials, and minutes.
Monitor action items and follow through on deliverables.
Process expense receipts and reconcile the CSO credit card.
Handle standard administrative work such as travel arrangements, filing, and correspondence.
Manage confidential information with care and professionalism.
Coordinate special projects and external meetings or engagements.
Support logistics for events, scientific conferences, and related travel as needed.
Coordinate NBTS presence at scientific conferences, including scheduling, travel, and materials.
Maintain records accurately and update Salesforce data.
Support research initiatives and related project workflows.
Help build project plans covering KPIs, timelines, budgets, deliverables, and risks.
Work across teams and resources to keep initiatives moving.
Track project status and milestone progress.
Prepare regular updates and dashboard summaries.
Strengthen accountability through consistent follow-up.
Anticipate issues and work toward practical solutions.
Participate in project reviews and present findings to leadership.
Take on additional duties as assigned.

Education and Experience

A bachelor’s degree or an equivalent combination of education and experience is required.
Previous administrative experience is mandatory, with executive-level support considered an advantage.
Background managing cross-functional projects in matrixed organizations is required.
PMP certification is beneficial but not required.
Experience in nonprofit, healthcare, or pharmaceutical settings is preferred.

Skills and Competencies

Strong planning, organization, and project coordination ability.
Comfort using project management platforms such as Asana.
Ability to work independently while handling multiple priorities.
Advanced command of Microsoft Office or Google Workspace.
Working knowledge of Salesforce, NetSuite, or similar systems.
Excellent attention to detail and a focus on quality and timeliness.
A collaborative, mission-oriented working style.

Work Environment

This is a hybrid Boston-area role that requires several onsite days each month at the NBTS office. Only applicants who are local to the Boston area will be considered. Remote work must be performed from within Massachusetts.

The standard schedule is Monday through Friday, 9:00 a.m. to 5:00 p.m. Eastern Time. Occasional weekend or after-hours participation may be required for events or meetings. Domestic travel by car or plane may be needed up to 10% of the time, including day trips, overnight travel, or both.

The role is primarily sedentary and involves extended periods of sitting or standing in one place. It also requires frequent phone communication and computer use for at least 70% of the workday.

Compensation and Benefits

The expected salary for this position is $55,000 per year, along with benefits. Final compensation will depend on relevant factors such as skills, experience, responsibility level, location, and internal pay alignment.

HMO and PPO medical plans with employer premium support
Dental and vision coverage with employer premium support
Employer-paid group term life insurance
Employer-paid short-term and long-term disability insurance
Employer-funded Health Reimbursement Account (HRA)
Medical and dependent care Flexible Spending Accounts (FSA)
Traditional and Roth 401(k) plans with a 3% employer match and a 4-year vesting schedule
Competitive paid time off, including 11 paid holidays, 20 vacation days, 10 sick days, 2 personal days, and 2 floating holidays each year
Competitive parental, family, and medical leave policy
Employee assistance program
Financial wellness and financial planning support
Employer-paid membership in MassBio

Additional Information

NBTS is an equal opportunity employer and does not discriminate or allow harassment based on race, religion, color, national origin, actual or perceived sex, sexual orientation, gender identity, gender expression, age, protected veteran status, disability, genetic information, or any other legally protected characteristic.