Administrative Coordinator

About the role

Living Beyond Breast Cancer (LBBC) is a national nonprofit organization whose mission is to connect people with trusted information and a community of support. This position is a member of the Finance and Administration Department and supports staff and operations across the organization, overseeing LBBC’s shared office environment, essential office technology, and shared space. The Administrative Coordinator also provides administrative support to LBBC’s Leadership Team.

LBBC is headquartered just outside Philadelphia in Bala Cynwyd, PA. The position is 100% onsite, with normal business hours of 8:00 am to 5:00 pm Eastern Time, 40 hours per week. Candidates must live in the Greater Philadelphia region.

Responsibilities

Office & Organizational Administration

• Serve as a welcoming and professional first point of contact for callers, visitors, and employees.
• Oversee daily operations of shared office spaces, ensuring conference rooms, collaboration areas, and common spaces are organized, functional, and well stocked.
• Manage and troubleshoot shared office technology and equipment, including video conferencing systems, Microsoft Teams phone system, printers/copiers, and postage equipment.
• Monitor the organization’s main phone line and voicemail, route calls, and assist staff with phone-related technical needs.
• Maintain inventory of office, technology, and LBBC collateral materials; coordinate purchasing, maintenance, and service requests as needed.
• Assist staff with organizing and preparing materials for programs, meetings, and events.

Administrative & Leadership Support

• Provide administrative support to LBBC’s Leadership Team in a hybrid work environment, including calendar management, meeting scheduling, and communication with external stakeholders.
• Prepare accurate minutes for staff and Board meetings.
• Support HR with new employee onboarding, including technology setup, orientation, and scheduling.
• Coordinate staff business travel and serve as the liaison with LBBC’s contracted travel agency.
• Assist staff with travel and registration logistics for national conferences and meetings.
• Contribute to additional projects and responsibilities as needed to support LBBC’s mission and organizational priorities.

Requirements

• Proven office coordination experience required; nonprofit experience preferred.
• Serve as the first point of contact for community members, donors, board members, and other stakeholders, providing welcoming, responsive, and professional administrative support.
• Excellent oral, written, and interpersonal communication skills.
• Experience working with Microsoft SharePoint, including expertise in Teams and Outlook.
• Experience managing a Teams-based phone system.
• Experience managing a hybrid office and all related technology tools.
• Demonstrate flexibility, strong attention to detail, and consistent follow-through on tasks and responsibilities.
• Organized with the ability to prioritize and multi-task.
• Proven ability to prepare meeting agendas, draft correspondence, and ensure timely follow-up on action items.
• Ability to work flexible hours, including occasional evenings and weekends.
• Interest in women's health issues or oncology.

Organization-Wide Expectations

• Embrace LBBC's mission by cultivating an understanding of breast cancer, the organization's work, and the broader sector.
• Serve as an LBBC representative, enhancing overall visibility and awareness of the mission and services, and identifying potential opportunities to foster philanthropic support.
• Demonstrate collaborative spirit by offering support for special projects when required.

Benefits

• Health, dental, and vision insurance
• 401(k) with annual 4% employer match plus an additional annual discretionary contribution
• Generous paid time off plan
• Flexible work arrangements in a hybrid working environment
• Organization-issued laptop plus cell phone/internet stipend
• Paid parental leave

Pay

The salary range begins at $48,000 per year.