Office Coordinator at Hand to Hold

Austin, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

22 May, 26

Salary

24.75

Posted On

21 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Written Communication, Verbal Communication, Organization, Attention To Detail, Google Workspace Proficiency, Technology Navigation, Task Management, Deadline Management, Team Orientation, Slide Deck Creation, Canva Proficiency, In-Kind Donation Requests, Event Support, Calendar Management, Travel Coordination

Industry

Non-profit Organizations

Description

Description Office Coordinator The Opportunity Be an essential part of a purpose-driven, vision-inspired, and mission-led team. One in seven babies born in the US spends time in the NICU (neonatal intensive care unit). Parenting a child in the NICU is a traumatic experience that increases a parent’s risk for developing perinatal mood and anxiety disorders (PMADs). Hand to Hold® is a national non-profit 501(c)(3) organization that provides compassionate in-person and virtual support to NICU and bereaved parents before, during and after a NICU stay. This early intervention mental health support is available at no cost to NICU families across the United States. As a Best Place for Working Parents® business for four consecutive years (2022-2025), our dynamic, growing organization seeks an Office Coordinator to join our team in Austin, TX. The Office Coordinator is a key member of the Hand to Hold team, responsible for ensuring smooth daily operations, providing direct support to the Executive Director, coordinating staff and board needs, and maintaining an organized, welcoming office environment. This role requires excellent organizational skills, attention to detail, comfort with managing multiple priorities, and a warm, professional demeanor. The Office Coordinator will report directly to the Director of Operations. The ideal candidate will have experience in administrative support, be comfortable working with slides and presentations, and enjoy building relationships to assist with in-kind donation asks and event support. Key Responsibilities Executive Support (30%) Manage and maintain the Executive Director’s calendar, including scheduling meetings, conferences, and travel arrangements. Register the Executive Director for events and manage conference logistics. Prepare presentations, reports, and materials, often using Google Slides, Canva, or similar tools. Provide technology and logistical support for executive meetings and communications. Attend meetings as needed, taking and distributing minutes. Board Management (25%) Coordinate and schedule Board and committee meetings, including calendar invitations, agendas, slide decks, and note-taking. Track board member terms, bios, attendance and training requirements Support the onboarding and offboarding of board members. Maintain board records and ensure timely distribution of meeting materials. Coordinate board appreciation efforts (thank-you notes, gifts, etc.). Office Administration & Staff Support (45%) Greet and assist visitors, volunteers, and staff in a welcoming and professional manner. Manage office, kitchen, and bathroom supply inventory; handle ordering through Amazon, Sam’s Club, etc. Event vendor support: manage printing, signage and supplies Maintain the organization’s storage unit inventory. Monitor and respond to the general phone line and email inbox; incoming and outgoing mail and deliveries. Support staff with travel coordination and lodging needs for events like the NICU Family Celebration and End-of-Year Staff Celebration. Assist with staff meeting coordination, including agendas, slide decks, and reminders. Help plan and support in-office events and staff celebrations. Assist Marketing, Operations, Programs and Development Teams as needed We Need You to Have Strong written and verbal communication skills. High level of organization with exceptional attention to detail. Proficiency in Google Workspace and general comfort navigating technology tools. Ability to manage multiple tasks and deadlines independently. A positive, team-oriented attitude and commitment to the mission of Hand to Hold. We Want You to Have Experience creating slide decks, marketing materials, or visual presentations (Canva or Google Slides preferred). Comfort with outreach and making in-kind donation requests. Experience using Canva or Google Slides to create polished, engaging materials. Pay & Benefits: Full-time: 35hr/week, non-exempt, hourly position $24.75/hr open to applicants in the Austin, Texas metropolitan area Benefits provided include Generous time off 184 hours of paid time off (includes sick time and mental health days) 15 paid holidays per year plus all working days after Christmas Day through New Year’s Day Summer Fridays & more Insurance Medical Insurance with a generous company contribution Monthly stipend for ancillary benefits of employee’s choice May include Life Insurance (whole or term), dental, vision, accident insurance & more. Flexible work schedule, professional development opportunities & team building activities Physical Demands: You should be able to reach the 2nd-floor office space by stairs (no elevator access) multiple times daily or use the 1st-floor office space. Hand to Hold is dedicated to hiring a diverse workforce that reflects the diverse families that we support through our mission. We are thought leaders and change makers. We embrace change and are always learning, developing, and evolving to champion a world where all NICU families thrive.

Responsibilities

The Office Coordinator ensures smooth daily operations by providing direct support to the Executive Director, coordinating staff and board needs, and maintaining an organized office environment. Key duties include managing the Executive Director's calendar, preparing presentations, coordinating board meetings, and handling general office administration and supply management.