Job Description:
We are seeking a highly organized, proactive, and detail-oriented Operations & Communications Coordinator to support the smooth day-to-day functioning of our team, office, communications, and ongoing programming. This role bridges internal coordination, limited HR support, building operations, communications, and e-commerce—making it essential to the overall effectiveness and professionalism of our organization. The ideal candidate is a flexible problem-solver who can manage multiple priorities, collaborate across departments, and contribute positively to our mission-driven team culture at the Institute for Girls’ Development and Flourish Therapy + Wellness Center in Pasadena. The ideal candidate also enjoys the variety of responsibilities included in this part time position (12 – 20 hours per week)
Classification:
Part Time Hourly ($20 – 25 per hour)
Key Responsibilities:
Communications:
- Help draft and distribute weekly team emails and texts
- Coordinate with schools, organizations, and outside collaborators to schedule speaking engagements and trainings
- Assist with scheduling and managing team meetings, speakers, and trainers
- Update team calendars regularly
- Track webinar and training registrations, manage pre/post event communications, and respond to inquiries
- Support creation and distribution of tenant newsletter
- Serve as a liaison for schools and Regional Centers regarding contracts
HR Activities:
- Monitor and manage the HR mailbox
- Forward applicants and questions to leadership; communicate with candidates throughout hiring process
- Schedule online and in-person interviews
- Send offer letters or declining emails as needed
Office & Building Oversight:
- Coordinate logistics for room rentals and events (e.g., SGVPA), including signage and setup
- Liaise with building owners/vendors to resolve maintenance issues and keep team informed
- Maintain and oversee office equipment functionality and cleanliness
- Communicate regularly about building updates and needs
Team Support:
- Assist with onboarding new team members (e.g., tech setup, HR paperwork, supplies)
- Organize periodic team lunches and support internal culture-building activities
- Help rearrange furniture and organize offices as needed
- Order and track group and office supplies
- Print and assemble manuals and program materials
- Assist billing department with administrative tasks
- Fulfill orders for the Stand Up! Speak Out!® curriculum
Continuing Education:
- Coordinate with leadership on CE projects and necessary documentation
Administrative & Organizational Tasks:
- Maintain and update internal documents and shared drive files
- Coordinate and schedule meetings; support file organization for projects
Tenant & Rental Management:
- Show office spaces to prospective tenants
- Onboard new tenants and manage communications for ongoing tenant needs
- Communicate building-related updates to tenants
IT & E-Commerce Support:
- Coordinate with IT to troubleshoot issues related to website, WiFi, computers, and servers
Website Projects & Online Store:
- Handle workshop, camp, and webinar registration processes
Qualifications:
- Exceptional organizational, communication, and multitasking skills
- Strong interpersonal skills and a collaborative spirit
- Comfort working with a variety of digital platforms (Teams, e-commerce systems, etc.)
- Experience in administrative support, operations, or HR is a plus
- Tech-savvy and proactive in solving logistical challenges
- Ability to manage sensitive information with confidentiality and professionalism
To apply:
- Provide a cover letter, explaining your interest in this position.
- Provide your resume and 3 references.
- Email to Search Committee at HR@InstituteForGirlsDevelopment.com.
- In the subject line, please note your last name and specify your interest, i.e. Perez Operations & Communications Coordinator.
Please check out our website to learn more about our organization: www.instituteforgirlsdevelopment.com