Operations & Executive Coordinator

Key Responsibilities

• Lead implementation of key Institute organizational systems, including communications management, contact and relationship tracking, and administrative workflows, in coordination with the IT team and senior leadership
• Develop and maintain documentation, protocols, and processes that support consistent, organized operations across the Institute and enable institutional knowledge to be shared effectively
• Serve as the primary day-to-day owner and administrator of the Institute's core operational systems, ensuring they remain current, accessible, and fit for purpose as the organization grows
• Provide executive and administrative support to 2-4 Institute executives and key personnel, including scheduling, correspondence, logistics, and coordination
• Handle organizational travel and logistics planning, expense management, conference registration, and event coordination for the leadership team
• Represent the Institute in external meetings
• Cover organizational activities and events
• Draft and edit professional correspondence and internal communications as needed
• Support Board meeting logistics and preparation in coordination with the Managing Director
• Coordinate internal and external Institute and partner activities and events
• Support new hire onboarding, team meeting logistics, and other organizational coordination functions
• Adapt to organizational priorities and provide broad operational support across departments as needs evolve

Required Qualifications and Characteristics

• Five or more years of experience in an operations, administrative, and/or executive support roles in a professional environment; prior experience supporting multiple principals or a leadership team preferred
• Demonstrated ability to evaluate, implement, and manage organizational tools and systems, including CRM platforms, communications infrastructure, and workflow management software, and build processes that others can use independently
• Strong proficiency in standard office productivity and scheduling software; comfort learning new systems quickly
• Exceptional organizational skills, attention to detail, and consistent follow-through on commitments
• Sound professional judgment and discretion in handling sensitive or confidential information
• Strong written and verbal communication skills, including the ability to draft professional correspondence independently
• Proactive, self-directed work style with the ability to manage competing priorities and anticipate organizational needs
• Commitment to the mission of advancing female athlete health and performance

Preferred Qualifications

• Experience in an academic medicine, research, healthcare, or mission-driven nonprofit environment
• Prior experience implementing or administering CRM or contact management systems in a small-to-midsize organization
• Background in or enthusiasm for women's sports, health, or performance
• Familiarity with data privacy and compliance requirements relevant to healthcare or research settings

What We Offer

• Opportunity to make a meaningful impact in women's sports and health
• Direct partnership with senior leadership in a growing organization
• Opportunity for personal and professional growth as the organization expands
• Interaction with athletes, coaches, and thought leaders across women's sports
• Dynamic, mission-driven work environment
• Competitive salary and comprehensive benefits package

How to Apply

Please submit your resume and a brief cover letter describing your fit for the role and outlining your interest in working at the intersection of women's health, sports, and performance to careers@whspinstitute.org. Please reference WHSP Institute Operations & Executive Coordinator in the subject line of your email. Please include in your cover letter your earliest available and feasible start date, and please include in your resume contact information for 3 references.

WHSP Institute is an equal opportunity employer. WHSP Institute provides equal employment opportunities to all employees and applicants for employment regardless of race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, or military service.