Office & Experience Coordinator

Jul 21

Boston Public Art Triennial
Boston, MA

Anticipated Start Date: September 2026

Description

The Office & Experience Coordinator is the heart of the Boston Public Art Triennial's daily operations, serving as the face of the organization. They create a professional, organized, and welcoming office environment—keeping daily operations running smoothly while ensuring that every person who walks through the door, joins a meeting, or attends an event feels genuinely welcomed and cared for. Blending strong administrative skills with a natural instinct for hospitality, this role supports staff across the organization, coordinates seamless office operations and events, and helps create exceptional experiences for artists, donors, board members, partners, and visitors. The Office & Experience Coordinator reports to the Development Manager.

Job Mission

The Office & Experience Coordinator creates the conditions for exceptional work and exceptional experiences. Through thoughtful administration, seamless operations, and genuine hospitality, ensure the office runs smoothly, and every interaction reflects The Triennial's values.

Key Behaviors

The Office & Experience Coordinator is: Strong on follow-through and care for detail across recurring tasks Comfortable managing multiple responsibilities while maintaining a steady, organized approach A natural host — Clear and friendly in their communications with internal teams, external stakeholders, and visitors Able to work within established processes while adapting to day-to-day operational needs Resourceful with a hands-on approach to solving problems Committed to building greater equity and inclusivity in the arts

Responsibilities

Administrative & Development

Support Answer incoming calls and monitor main organizational inboxes (info@, billing@, jobs@), website inquiries and voicemail; triage and respond to inquiries as appropriate
Process and track invoices and expense reimbursements; follow up on outstanding payments
Manage conference room scheduling
Draft and send acknowledgment and thank you letters within 3 days of gift receipt
Manage donor and prospect Salesforce data entry and maintenance in Salesforce
Assist with reporting by gathering data and compiling materials as needed
Maintain organizational filing standards across platforms (Google Drive, Wrike, etc.)

Meeting & Event Setup

Prepare and set up spaces for internal meetings, board meetings, Accelerator cohort workshops, and development events — including room layout, AV/tech, catering, and materials
Break down and reset spaces after meetings and events
Manage event inventory and supply needs
Coordinate logistics for off-site meetings and events, including location, catering, supplies, attendee registration, vendor payments, and guest experience details
Support hospitality as needed, including flights, accommodation, transportation, and reservations.
Greet and host guests, donors, board members, and visitors with warmth and professionalism

Office & Facilities Operations

Maintain office, kitchen, restroom, and shared spaces — clean, organized, and welcoming
Manage incoming and outgoing mail, packages, and deliveries
Manage office supplies and technology inventory
Liaise with building management on facilities and lease-related needs
Follow maintenance requests through completion
Support new staff and intern workspace setup
Coordinate office cleaning services and related vendors

IT & Technology

Serve as the first point of contact for IT troubleshooting; escalate to external IT providers as needed Ensure office and meeting technology (printers, computers, Zoom, conference room AV, network) is functioning

Metrics

The Office & Experience Coordinator succeeds when:

The office is consistently clean, organized, and welcoming
Meetings and events are set up accurately and on time, with no last-minute scrambles
Guests, artists, donors, and board members consistently feel well cared for Donor correspondence is sent, and Salesforce data entry is completed accurately and on time
Invoices and expenses are processed accurately and on time

Requirements

Prior experience in office coordination, administrative support, hospitality, operations, or a related role
A genuine instinct for hospitality and proficiency in supporting on-site meetings, events, and daily office needs
Familiarity with common workplace tools such as email, shared drives, spreadsheets, and scheduling platforms.
Familiarity with Wrike, Salesforce, or similar tools a plus
Comfortable with basic IT troubleshooting and coordinating with external providers
Experience managing vendors, invoices, or event logistics a plus Interest in the arts, culture, or nonprofit sector strongly preferred

Salary Range and Employee Benefits

$50,000 - $60,000 Health, Dental, Paid time off, 401k, and up to 1 day remote.

How to Apply for this Job

To apply, please send a resume and cover letter to jobs@thetriennial.org with “Office & Experience Coordinator” in the subject line.

In your cover letter, tell us about your experience managing finances for nonprofits or mission-driven organizations, and what draws you to this work. Applications will be reviewed on a rolling basis until the position is filled.

About the Organization

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