Foundation and Office Coordinator

Houston Building Owners And Managers Association - Houston, TX

Full-time - Entry Level

Onsite - Houston, TX

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Foundation and Office Coordinator will provide essential administrative support to the Houston BOMA Foundation's Board of Directors and the Houston BOMA office. This role involves managing various operational tasks, supporting foundation management, and ensuring effective communication with internal and external stakeholders. The coordinator will play a key role in facilitating the foundation's mission of career and workforce development in the commercial real estate industry, while also handling confidential matters with discretion.

Responsibilities

• Provide administrative support to the Houston BOMA Foundation.
• Manage logistics for the Houston BOMA Foundation Board meetings, including scheduling and meeting materials.
• Handle daily management of the Foundation and Research email boxes, ensuring inquiries are directed appropriately.
• Oversee the Foundation's Scholarship program and manage Leadership Lyceum applications.
• Assist with Foundation fundraising events, both in-person and virtual.
• Coordinate donor event logistics, including invitations and registration.
• Manage marketing needs for donor and research events.
• Maintain and update the Houston BOMA Foundation website content.
• Process donations and scholarship contributions through Novi AMS.
• Maintain accurate email marketing lists within Novi AMS.
• Work with program leads to establish marketing/content calendars for Foundation promotion.
• Manage donor data and reports as needed.
• Provide high-level administrative support to the CEO and executive team.
• Coordinate internal and external meetings, including material preparation and logistical support.
• Manage office supplies, IT needs, and team calendars.
• Perform clerical tasks, including drafting letters and reports.
• Support the CEO with credit card expense reporting and volunteer reimbursements.
• Maintain records and files in accordance with organization policies.

Requirements

• Bachelor's degree or 2+ years of related work experience.
• 2 to 5 years of experience in an administrative role or related field.
• Work or volunteer experience with associations or nonprofits is desirable.
• Excellent verbal and written communication skills.
• Exceptional attention to detail and organizational skills.
• Proven project management skills with the ability to handle multiple priorities.
• Strong time management skills and ability to meet deadlines.
• Ability to adapt to changing priorities and work in a fast-paced environment.
• Familiarity with association management systems, preferably Novi AMS.
• Proficient in Microsoft Office Suite, including Outlook, Excel, and PowerPoint.
• Experience facilitating virtual meetings using Zoom.

Nice-to-haves

• Experience supporting executives at in-person meetings, including on-site logistics.
• Collaborative mindset with strong interpersonal skills.

Benefits

• Competitive salary commensurate with experience.
• Potential for an annual performance-based bonus.
• Comprehensive health benefits plan.
• Short-term disability and life insurance.
• Paid time off program.
• Professional development opportunities.
• Generous parental leave.
• Simple IRA plan with employer matching.