Foundation and Office Coordinator

Foundation and Office Coordinator

Reporting directly to the Vice President of Operations, the Foundation and Office Coordinator will provide administrative support to the Houston BOMA Foundation’s Board of Directors and office administrative support to Houston BOMA and the departmental teams. They will provide direct service to internal and external stakeholders and support general foundation management operations, procedures, and systems. 

The successful candidate will serve the Houston BOMA Foundation’s mission and demonstrate a strong commitment to quality, impactful work. The coordinator will be required to work independently, manage multiple priorities and activities, and handle confidential matters with discretion and balance.

The mission of the Houston BOMA Foundation is to provide career, leadership, and workforce development for Houston BOMA's membership and to fund important industry research. Houston BOMA Foundation also supports industry-related charitable initiatives and provides scholarships and educational offerings for the betterment of the commercial real estate industry.

KEY RESPONSIBILITIES: Foundation Operations

• Provide administrative support to the Houston BOMA Foundation (501c 3 entity under Houston Building Owners and Managers Association)
• Manages all the logistics for the Houston BOMA Foundation Board meetings, including scheduling, guest coordination, meeting materials, meeting space prep, draft minutes, and follow-up tasks.
• Manages the Foundation and Research email boxes daily, ensuring all inquiries are forwarded to the appropriate BOMA staff. 
• Manages the Foundation’s Scholarship program.
• Manage Leadership Lyceum applications, scheduling of program sessions, and event coordination.
• Assist with Foundation fundraising events, in-person or virtual, when necessary.
• Manage donor event logistics from invitations, name badges, donor ribbons, registration, catering, event set-up, PowerPoint, and other duties as needed.
• Coordinate all marketing needs for donor and research events as needed.
• Manage career development resources and identify enhancements to the commercial real estate industry talent pipeline.
• Management of all Houston BOMA Foundation website content and updates.
• Process pledges, donations, and scholarship contributions through Novi AMS, Houston BOMA’s internal association management software (AMS).
• Maintain accurate and targeted email marketing lists within Novi AMS.
• Work with program leads to establish and maintain marketing/content calendars for Foundation promotion and awareness.
• Manage other donor data, reports, and invites as needed in Novi AMS.
• Other duties and responsibilities within the Houston BOMA Foundation as assigned.

KEY RESPONSIBILITIES: Office Coordination

• Provides high-level administrative support and assistance to the CEO and executive team.
• Coordinate internal and external meetings, including material preparation, conference room booking, greeting guests, logistical support, and arranging catering.
• Support the overall functioning of the team by managing mail, office supplies, IT needs, internal phone system, and team calendars.
• Performs clerical and administrative tasks, including drafting letters, memos, emails, reports, and other documents that may include PowerPoint slide decks for presentations.
• Working with the CEO to coordinate accommodation for staff and volunteers for Board and Committee meetings.
• Schedules and attends meetings to support the CEO and other leaders by taking notes and recording minutes.
• Assist the CEO with credit card expense reporting and volunteer reimbursement processing.
• Receives incoming communications, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks, including maintaining records and files in accordance with organization policies and procedures.
• Provides support to strategic work projects as assigned.
• Demonstrate self-direction, take the initiative, and operate under tight deadlines.

EDUCATION AND EXPERIENCE

• 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 desirable

SKILLS AND ABILITIES

• Excellent verbal and written communication skills.
• Exceptional commitment to detail, accuracy and organization with demonstrated success in project management and handling multiple priorities, with the ability to effectively manage projects from start to finish.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced environment.
• Ability to adapt to changing priorities.
• Familiarity with association management systems, preferably Novi AMS, to support marketing operations and data management.
• Experience supporting executives at in-person meetings, including on-site logistics (audiovisual, set-up, and troubleshooting issues with the venue).
• Extremely proficient with Microsoft Office Suite, including Outlook, Excel, and PowerPoint.
• Extremely proficient at facilitating virtual meetings using Zoom.
• Collaborative mindset with strong interpersonal skills, capable of building relationships and working effectively with internal teams and external partners. 
• Must have a strong work ethic and take initiative. 
• Must work well independently as well as part of a team. 

JOB TYPE: Full-time

WHAT WE OFFER

Houston BOMA offers a competitive salary commensurate with experience in a similar position with the potential for an annual performance-based bonus. We offer a comprehensive health benefits plan. Other benefits include short-term disability, life insurance, paid time off program, professional development, generous parental leave, and a Simple IRA plan with employer matching. 

Please note: This is not a remote position. Candidates must be in the Greater Houston area. BOMA offers a flexible work schedule for full-time employees, and after two months of employment (with supervisor approval), every other Friday off.

HOW TO APPLY

The above qualifications and requirements represent, but are not all-inclusive, of the knowledge, skills, and abilities required for the position.

Please submit a cover letter expressing why you are interested in this particular position, including how your experience is related to the duties of the position, and a resume (with the subject line Foundation and Office Coordinator) to ebarnes@houstonboma.org  

• Applications will be accepted through November 15, 2025. We will not consider applications without a cover letter tailored to this position. Applicants selected for an interview will agree to pre-interview testing.

Houston Building Owners and Managers Association is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Houston BOMA is committed to a diverse and inclusive workforce and invites and welcomes applicants with diversity of experience, mindset, and skills to add value to Houston BOMA and our member community.

LEARN MORE: www.houstonboma.org