Operations & Administrative Coordinator

Job Title: Operations & Administrative Coordinator

Job Status: Full-Time, Salaried (40 hours per week), In-Person

Reports to: Executive Director

About Wello

Wello is a community‑based nonprofit working to demonstrate that collective well‑being is possible. We bring people together across sectors to invest in projects that build systems for collective well‑being. Our work is relational, detail‑driven, and rooted in curiosity, trust, and collaboration. Every team member plays a role in stewarding these values and ensuring our work reflects the needs and strengths of the communities we serve.

Position Summary

This is an exciting new role within Wello. The Operations & Administrative Coordinator provides high‑level administrative and operational support to the Executive Director and the organization as a whole. This hybrid position blends executive assistance, organizational operations, compliance support, and community‑centered coordination.

The ideal candidate is highly organized, detail‑oriented, adaptable, and comfortable working in a dynamic environment where relationships and clear communication are essential. This role helps ensure smooth daily operations, scheduling, event and meeting coordination, manages information and records, and upholds the highest standards of professionalism.

Key Responsibilities

Executive Support

• Manage the Executive Director’s calendar, scheduling, and daily workflow with clarity and foresight.
• Prepare meeting materials, agendas, presentations, and follow‑up notes.
• Support communication on behalf of the Executive Director, including drafting emails, coordinating outreach, and managing inquiries as needed.
• Anticipate needs and proactively identify ways to support the Executive Director’s effectiveness and focus.

Operations & Administration

• Maintain organized, secure systems for files, records, and organizational documents.
• Support financial and administrative processes, including documentation for compliance and grant requirements, in collaboration with the financial team.
• Assist with internal systems, technology needs, and general office operations.
• Monitor and strengthen internal workflows to improve efficiency, transparency, and alignment with Wello’s mission.
• Help ensure smooth day‑to‑day functioning of the organization.

Community‑Centered Event & Meeting Coordination

• Support planning and logistics for community meetings, workshops, and events.
• Manage RSVPs, materials, room setup, accessibility considerations, and technology needs.
• Provide on‑site support, including note taking, timekeeping, and troubleshooting.
• Support brand‑aligned communication through newsletters, partner outreach, and event materials.
• Coordinate logistics in ways that honor community voice, cultural responsiveness, and relationship‑building.

Documentation, Record Keeping & Compliance

• Take clear, accurate notes during meetings and track action items.
• Maintain organized records of decisions, project updates, and partner interactions.
• Support data entry and documentation for measurement and evaluation efforts.
• Uphold rigorous confidentiality and data protection practices.
• Assist with audit readiness, grant reporting documentation, and compliance tracking as needed.

Confidentiality & Professionalism

• Handle sensitive information with discretion, integrity, and sound judgment.
• Maintain strict confidentiality regarding organizational, personnel, and community matters.
• Represent Wello with professionalism, warmth, and respect in all interactions.

Qualifications

• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and adapt to changing needs.
• Excellent written and verbal communication skills.
• Comfort with existing and emerging technology and digital tools with expertise in Google Suite and Microsoft Office.
• Experience supporting senior leadership or managing complex schedules.
• Ability to work independently and collaboratively.
• Demonstrated commitment to equity and community‑centered work.
• Alignment with Wello’s mission and guiding principles.

Personal Attributes

• Open‑minded, curious, and eager to learn.
• Calm under pressure and able to navigate shifting priorities.
• Trustworthy, reliable, and grounded in integrity.
• Comfortable engaging with partners across diverse sectors and backgrounds.
• Observant and proactive, with the ability to identify opportunities for improvement.
• Warm, relational, and aligned with Wello’s community‑driven approach.

Benefits & Organization

This is a full-time (40 hours per week) role, with a salary commensurate with experience. Paid vacation; a fun, friendly office atmosphere; professional development and leadership opportunities; and an outstanding opportunity for a highly motivated professional to assume a pivotal role in the growth of Wello. We offer a 401(K) with 6% employer contribution, 6 weeks paid parental leave for the birth or adoption of a child in a 12-month time period, short-term and long-term disability coverage, and life insurance to be paid by the employer. We also offer a monthly cell phone stipend. This role does not provide health insurance coverage.

The Wello team follows a hybrid schedule: remote on Tuesdays and Fridays and in‑office Monday, Wednesday, and Thursday. Please note that the expectation of this role is that you may be required to work onsite any day, Monday - Friday, based on the organization’s needs.

How to Apply

Please submit a resume and a cover letter that answers the question: Describe a time you improved or created an operational process. What problem were you solving, and what was the impact? Only applicants that submit both of these documents will be considered and contacted.

Please send via email to careers@wello.org subject line: Operations & Administrative Coordinator. Applications will be reviewed on a rolling basis.

Wello believes in creating a work environment that is inclusive and where everyone can feel like they belong. Our culture is based on celebrating the unique and diverse backgrounds of our team and recognizes the strength diversity, in all its forms, brings to achieving our mission. We are an Equal Opportunity employer. Personnel are chosen on the basis of ability without regard to race, color, religion, sex, national origin, disability, marital status, veteran/reserve and National Guard status, sexual orientation or any other status or characteristic protected by state and federal law.

Pay: $52,000.00 - $56,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Life insurance
• Paid time off
• Retirement plan

Work Location: In person