Senior Administrative Associate

About the Mandel Institute

The Mandel Institute for Nonprofit Leadership’s mission is to strengthen the capacities of talented professionals who lead—or have the potential to lead—important nonprofit institutions and social initiatives. The Mandel Institute’s programs prepare mid-career professionals for leadership roles in the fields of Jewish education, culture and communal service.

About the Jack, Joseph and Morton Mandel Foundation

The Jack, Joseph and Morton Mandel Foundation’s mission is to contribute to the flourishing of the United States and Israel as just, inclusive, compassionate and democratic societies, and to improve the quality of life in both countries. The Foundation’s major areas include leadership development, management of nonprofits, the humanities, Jewish life and urban engagement.

Position Summary

The Jack, Joseph and Morton Mandel Foundation is seeking a Senior Administrative Associate at the Mandel Institute for Nonprofit Leadership in Brookline, Massachusetts. The Senior Administrative Associate is a highly organized and proactive individual contributor who supports the Institute’s administrative, financial, office, and program operations. Serving as a central resource for day-to-day administration, this role coordinates systems, vendors, technology, calendars, travel, and logistical needs that help the Institute operate smoothly. The Senior Administrative Associate works closely with Institute staff, Foundation colleagues, faculty, fellows, consultants, vendors, and external partners and is expected to exercise sound judgment, anticipate needs, and manage multiple priorities with care and accuracy.

Key Responsibilities

Financial Administration

Coordinate and support the Institute’s annual budgeting process in collaboration with senior staff, the Institute Director, and the Foundation COO, including budget development, review, and implementation.

Manage day-to-day financial administration, including invoices, reimbursements, consultant payments, purchasing, and expense tracking.

Request and process invoices and reimbursements from faculty, mentors, fellows, consultants, vendors, and other partners.

Maintain accurate financial records and reconcile Institute credit card accounts.

Coordinate consultant and vendor contracting processes, including collection of required documentation, contract routing, approvals, and execution.

Administrative Operations & Technology

Coordinate and improve administrative processes and workflows to support efficiency, consistency, and organizational effectiveness.

Research, implement, and maintain administrative tools and systems that support Institute operations.

Serve as the primary liaison with the Foundation IT department regarding technology purchases, software licenses, equipment setup, and related needs.

Serve as a primary resource for Boston-based staff regarding technology and equipment needs.

Coordinate audiovisual systems and technology needs in the Brookline office, including hybrid meetings, seminar recordings, hardware maintenance, the entryway monitor, and support from external vendors.

Office Administration & Vendor Coordination

Coordinate relationships with Boston-based vendors and service providers, including hotels, cleaning services, and building management.

Coordinate office maintenance and facilities-related needs and serve as the primary point of contact with building management regarding office operations and repairs.

Maintain office services, supplies, equipment, inventory, and storage to support staff, faculty, fellows, and visitors.

Serve as the primary point of contact for guests visiting the Boston office, including access, directions, parking information, and visitor logistics.

Institute Administration

Maintain the Institute’s internal calendar, including holidays, major program dates, admissions activities, and relevant field-wide events that affect planning and scheduling.

Maintain the Mandel Institute Outlook calendar and shared scheduling resources.

Monitor the Institute’s general email inbox and route inquiries to the appropriate staff members.

Coordinate onboarding meetings and related administrative logistics for new staff members.

Maintain graduate directory information and website biographies and profiles.

Program & Event Support

Partner with Program Associates and Program Directors to support the administrative and logistical needs of seminars, admissions activities, Institute gatherings, and special initiatives.

Coordinate travel and accommodations for fellows, faculty, advisors, guest presenters, candidates, admissions committee members, and other program participants.

Provide administrative and logistical support for meetings and events, including coordination with internal colleagues and external vendors.

Perform other duties as assigned.

Qualifications

Several years of progressively responsible administrative, office operations, or related experience; experience in a nonprofit, foundation, educational, or mission-driven environment is helpful.

Exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities and deadlines.

Experience coordinating budgets, invoices, reimbursements, contracts, purchasing, vendor relationships, or similar administrative financial processes.

Strong written and verbal communication skills and a service-oriented approach to working with colleagues, participants, visitors, and external partners.

Demonstrated ability to work independently, exercise sound judgment, maintain discretion, and anticipate administrative needs.

Ability to identify opportunities to improve administrative systems, processes, and workflows.

Proficiency with Microsoft 365 and comfort learning and maintaining technology platforms and administrative systems.

Ability to collaborate effectively across teams while taking ownership of assigned responsibilities.

The Senior Administrative Associate will report to the Director of the Mandel Institute for Nonprofit Leadership and work collaboratively with other members of the Institute's professional team. They will interact with Mandel Institute fellows, graduates, faculty members, advisors, outside vendors, and the broader Mandel Institute community.

This is a full-time, in-person position with the option to work remotely Mondays and Fridays. Annual salary is competitive, within a range of $65,000 - $85,000, depending on qualifications and experience. The position includes employee benefits, which are outlined below. Qualified applicants must live within a reasonable commute of the Mandel Institute office in Brookline, Massachusetts.

How to Apply:

Please submit a cover letter and resume to Eva Heinstein at

recruiter@mandelfoundation.org. Applications will be reviewed on a rolling

basis.

The Jack, Joseph and Morton Mandel Foundation is an equal opportunity employer dedicated to pursuing and hiring diverse talent. All applicants will be considered for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, veteran or disability status, or any other status protected under federal, state, or local law. We celebrate diversity and are committed to creating a diverse and inclusive environment for all employees.

Employee Benefits:

• Medical benefits
• Flexible Spending and Health Savings Accounts
• 401(k) Retirement Plan
• Paid vacation and personal time
• Access to funds for professional development
• Tuition reimbursement program for continuing education
• Subsidized gym program