Administrative Coordinator

Job Description

Job Description

Administrative Coordinator

Full-Time Hybrid Position • Boston, Massachusetts

The Gestalt International Study Center (GISC) seeks a highly organized, service-oriented Administrative Coordinator to support the delivery of our professional education programs and the day-to-day administration of our organization.

 

This is a full-time, hybrid role reporting to the Program Manager and working closely with the CEO and Operations Manager. Approximately 75% of the position is devoted to program and participant support, with the remaining 25% supporting general administration, organizational operations, and leadership activities.

 

The Administrative Coordinator will manage recurring workflows, maintain accurate records, prepare materials, communicate with participants and faculty, and provide logistical and technical support for in-person and online programs. The ideal candidate enjoys creating order, follows work through to completion, and brings both precision and warmth to the participant experience.

 

Location: Weekly on-site work is required at GISC’s Boston office (89 South St, Boston, MA), with increased on-site presence immediately before and during occasional in-person programs. Candidates must live within reliable commuting distance.

 

Key Responsibilities

 

Program coordination and participant support

• Coordinate program registration, participant communications, calendar invitations, rosters, materials, and post-program follow-up.
• Maintain accurate participant, enrollment, program-interest, and membership records in Salesforce and related systems.
• Respond to routine participant questions and provide timely, welcoming support to participants and faculty.
• Update program materials in GISC’s online learning platform (Teachable) and help participants resolve routine access issues. 

In-person and virtual program support

• Prepare program materials and coordinate meeting rooms, supplies, food, technology, and other logistics for in-person programs.
• Assist with on-site setup, participant and faculty needs, receptions, and cleanup.
• Set up Zoom meetings and provide live administrative and routine technical support during designated online programs.
• Track attendance and organize program records and follow-up materials.

 

Continuing education and data administration

• Assist the Program Manager with continuing education (CE) applications, deadlines, documentation, and post-program reporting.
• Help ensure attendance, evaluation, recordkeeping, and other CE requirements are met, and prepare participant CE letters and certificates.
• Maintain accurate data, reports, and organized records across Salesforce, Microsoft 365, Dropbox, and other systems.

 

General and organizational administration

• Manage recurring membership and Gestalt Review subscription reports and communications.
• Monitor GISC’s shared email inboxes and voicemail and route or process communications appropriately.
• Support Boston office operations, including answering the phone, mail, filing, supplies, meeting scheduling, room reservations, and building requests.
• Organize routine financial and donor documentation according to established workflows.
• Provide administrative and logistical support for Board meetings and assist the CEO and Operations Manager with organizational projects.

 

Qualifications

Required

• Bachelor’s degree.
• Relevant professional experience in administration, program support, operations, education, nonprofit work, or a related setting.
• Exceptional organizational skills, accuracy, attention to detail, and follow-through.
• Ability to manage recurring workflows, multiple priorities, and time-sensitive deadlines.
• Clear, professional, and welcoming written and verbal communication.
• Strong customer-service orientation and ability to interact effectively with participants, faculty, and partners.
• Ability to provide calm, routine technical support in an online environment.
• Sound judgment, discretion, and ability to work independently within established procedures while recognizing when guidance is needed.
• Proficiency using and learning multiple digital platforms such as Salesforce, Microsoft 365, Zoom, Teachable or another learning-management system, Dropbox, Adobe Acrobat, Slack, and Calendly.
• Experience with QuickBooks and basic bookkeeping a plus.
• Ability to collaborate effectively in a small, hybrid team and work sensitively with a culturally, professionally, and internationally diverse community.
• Reliable commuting access to GISC’s Boston office near South Station.

 

Schedule, Location, and Physical Requirements

• Full-time, Monday through Friday, with occasional evening or weekend work related to programs and special events.
• Regular on-site presence at GISC’s Boston office, generally one to two days per week, with additional on-site days before and during in-person programs.
• Occasional travel to other locations may be requested for special events.
• The position includes lifting and carrying boxes, groceries, supplies, and program materials weighing up to 30 pounds; arranging program materials and light meeting-room furniture; and remaining active during setup and cleanup.

 

Compensation

Salary range: $65,000-$72,000 annually, commensurate with relevant experience. GISC offers a generous benefit package including a hybrid work schedule, paid holidays and time off, health insurance, 401K with employer contribution, professional development opportunities, health and commuter FSA, and other elective benefits.

 

About GISC

The Gestalt International Study Center (GISC), is a nonprofit professional education and training organization with a global community and a vision to transform the way we live and work in the world. With an office in Boston, Massachusetts, GISC offers leadership development and professional training for coaches, consultants, psychotherapists, and other practitioners throughout the region and around the globe, both in person and online. Our faculty and staff are part of a diverse team located throughout the United States, Canada, Europe, and Africa.

 

Commitment to Equity and Inclusion

GISC is an Equal Opportunity Employer. We seek employees with different strengths, experiences, and backgrounds who share a passion for learning and improving people’s lives. We welcome and embrace diversity inclusive of race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, and any other status protected by federal, state, or local law. A creative culture of inclusivity and belonging is core to our vision of transforming the way we live and work in the world.

To Apply

Please submit a resume and cover letter. The cover letter should describe your relevant experience, interest in the position, and salary expectations. A cover letter is required for consideration.