ADMINISTRATIVE MANAGER, Boston Women's Workforce Council

Organization Background

The Boston Womens Workforce Council (BWWC) facilitates a public-private partnership between the Boston Mayors office and Boston-area employers to make sure women and particularly women of color are both advanced and paid equitably.

Over 200 employers have signed the 100% Talent Compact pledging to:

• seek gender equality in their firms
• share best practices with other Compact Signers by attending quarterly briefing sessions
• contribute their payroll data confidentially every two years to the BWWC Wage Gap Measurement effort so that we can report a community snapshot of progressmade in closing the gaprovide funding for the Councils operations

The BWWC is housed at Boston University which acts as the organizations fiscal agent allowing all membership dues to be tax deductible. All BU benefits therefore are available to employees of the BWWC and include health and dental care 401K contributions and tuition reimbursement among others.

Position Description

The Administrative Manager is a critical operational role at BWWC providing comprehensive support to the entire BWWC team including the Executive Director and Director of Strategic Engagement. This position serves as the primary contact for external vendors and is responsible for the day-to-day functioning of organizational systems financial tracking scheduling and communications. The Administrative Manager will lead the work with The Hariri Institutes core administrative team to manage member dues across BWWCs 200 member organizations and oversee budget addition they will lead operational improvement projects.

Incumbent expected to have deep experience and facility with Salesforce QuickBooks Constant Contact Google Suite (Gmail Google Calendar Google Sheets) and Microsoft Office (Word Excel PowerPoint) and is comfortable managing multiple systems simultaneously in a fast-paced nonprofit environment.

Systems Maintenance Improvements and Record Retention

Serve as an organizational point of contact for team systems finances and operations. Introduce improvements and maintain high quality system functions across all technology platforms that support BWWC operations including Salesforce Constant Contact Google Suite Microsoft Office and Square Space.

• Record retention on Salesforce and Constant Contact:
  • Maintain and update databases including member organization records contact lists and engagement tracking. Run reports as needed to supportleadership and fundraising.

• Meeting coordination using Google Drive Gmail & Calendar:
  • Manage and support scheduling for team calendars. Prepare materials in advance. Maintain shared drives and folder structures.

• Google Sheets and Microsoft Office (Word Excel and PowerPoint):
  • Track budgets build and maintain project timeline trackers for key initiatives. Build high visibility presentation decks. Take and distribute notes.
  • Use MailMerge conditional formatting pivot tables and cell formulas to improve team communication.

• Wage Gap Calculator Tool:
  • Maintain and troubleshoot BWWCs wage gap calculator tool; coordinate with IT or vendors for technical issues.

• Vendor Relationship Manager:
  • Serve as the primary internal liaison with BWWCs outsourced IT provider and various external partners

Financial Management

• Manage annual dues invoicing and collection for all 200 member organizations using QuickBooks; track payment status and follow up on outstanding balances.
• Coordinate with the BU Gifts Office to ensure correct allocation of incoming funds.
• Conduct weekly budget reconciliations; flag discrepancies and report to the Executive Director.
• Manage vendor relationships including collecting estimates and invoices.

Program and Event support

• Support Biennial Wage Gap Measurement Program logistics including updating data contact lists communicating with Signers regarding program dates submission reminders and questions; develop project timeline; manage hotline for member questions
• Provide logistical and operational support (venue and catering coordination day-of logistics materials preparation etc.) to Engagement Manager for all events they lead including quarterly briefing sessions Wage Equity Impact Awards and Effective Practices Conference

Special projects as needed

• Bachelors degree and 2 years of relevant experience in managing administrative duties in an office environment as well as managing projects on their own
• Demonstrated expertise in Microsoft Office (especially PowerPoint Excel and Word) Salesforce Google Suite for Business Square Space website management software and Constant Contact
• Proven ability in financial management including budgeting and weekly financial reconciliations
• Experience coordinating meetings and keeping team calendars up to date
• Excellent organizational skills
• Superior attention to detail
• Comfortable multi-tasking and being flexible when priorities shift
• Effective communicator in both writing and orally

Applicants must submit a resume and cover letter to be considered for this position.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race color natural or protective hairstyle religion sex age national origin physical or mental disability sexual orientation gender identity genetic information military service pregnancy or pregnancy-related condition or because of marital parental or veteran status. We are a VEVRAA Federal Contractor.