Reports to: President & CEO
Status: Full-time, Exempt
Salary Range: $65,000–$75,000 commensurate with experience

Position Summary

The Administration Manager provides high-level operational support to the President & CEO and helps advance Foundation priorities across executive support, finance, philanthropy, grants administration, and staff coordination.
This role requires strong judgment, discretion, follow-through, and collaboration. The position reports to the President & CEO and works closely with the Director of Philanthropy and the Director of Grants and Impact.

Primary Responsibilities

Operations Coordination & Support

• Manage the President’s calendar and scheduling
• Maintain the Foundation CRM to support executive, philanthropy, and grantmaking work
• Track organizational priorities and staff follow-through at the direction of the President
• Coordinate the annual scholarship program
• Support philanthropy and grantmaking operations in collaboration with program leads
• Coordinate all-staff meetings, retreats, and internal projects
• Serve as a staff resource on systems, policies, and workflows

Finance Coordination

• Coordinate routine communication between internal finance staff and outsourced accounting partners
• Track the financial operations calendar and flag issues or delays
• Provide backup support for select in-house finance functions
• Prepare Finance Committee meeting materials and follow-up

Human Resources Administration

• Coordinate HR administration and serve as the primary staff and provider contact for HR policies and procedures
• Maintain confidential personnel records with the President
• Coordinate recruitment, hiring, onboarding, and offboarding processes
• Monitor HR compliance requirements and escalate issues as needed

Board of Trustees Support

• Prepare Board of Trustees agendas in coordination with the President
• Coordinate board and standing committee meeting logistics and materials
• Attend board and standing committee meetings and prepare accurate minutes
• Manage trustee communications and action item follow-up
• Maintain trustee records and orientation materials
• Support Governance Committee coordination

Qualifications

Required

• Four or more years of relevant experience in operations, administration, HR, or a related function
• Strong organizational, communication, and project coordination skills
• Discretion and sound judgment with confidential information
• Proficiency with digital tools, including CRM platforms
• Adaptability and willingness to learn new systems and tools, including AI-assisted tools
• Collaborative style and ability to build trust across a small team
• Curiosity

Preferred

• Familiarity with community foundation operations
• Experience working in or alongside a CEO’s office or senior leadership function
• Experience coordinating human resources functions
• Experience coordinating financial or bookkeeping functions
• Experience supporting a board of directors

Working at the Community Foundation of North Central Massachusetts

The Administrative Manager joins a small, high-performing team at a pivotal stage in the Foundation’s growth. CFNCM serves 33 communities across North Central Massachusetts and stewards more than $120 million in philanthropic assets.
We offer a competitive compensation and benefits program, including health and dental coverage, paid time off, a 401(k) plan, and a flexible work schedule.
 
To apply, please submit a cover letter and resume outlining how your skills, experience, and interests align with the qualifications for the position to sadams@cfncm.org. In the subject line, please include the job title and your first and last name.
 
At the Community Foundation of North Central Massachusetts, you will join a collaborative, mission-driven team working to strengthen the region through philanthropy and community leadership. We are committed to diversity with a desire to build a team reflective of the communities we serve.