PSA Seeks Organizational Coordinator – Apply by May 26!

POSITION OVERVIEW

The Portland Society for Architecture (PSA) seeks an energetic, detail-oriented nonprofit administrator to serve as its Organizational Coordinator. The Organizational Coordinator supports the PSA Board of Directors in fulfilling its mission to encourage innovation and vision in the built environment of Greater Portland through education, advocacy, and sharing of expertise. 

The Organizational Coordinator is responsible for all administrative, communications and marketing, operations, and event/meeting management functions for the organization, in partnership with the Board and community volunteers. The ideal candidate will bring experience with and enthusiasm for working closely with volunteer teams; knowledge of nonprofit operations, fundraising, and communications; supreme organization and project management skills; and a passion for design and the built environment.

The Organizational Coordinator has the following duties and responsibilities:

• Board & Committee Support

• Coordinate meeting scheduling, preparation, and communication in partnership with the Executive Committee.

• Attend and provide support at all Board and committee meetings.

• Support all organizational committee functions, including scheduling and preparing for meetings, maintaining comprehensive notes, communicating and tracking tasks/follow-ups, and completing tasks as assigned.

• Maintain all internal systems, processes, information sharing, and communications that enable volunteer leaders to maximize their contributions of time and talents.

• Implement projects and initiatives as assigned by the Board of Directors.

• Serve as the internal coordinator and fount of knowledge for all PSA programs and initiatives, board members and volunteers.

• Communications & Marketing

• Monitor and respond to organizational emails, letters, and social media messages.

• Manage the organization’s public communications, including content production and publication for its website, public calendar, social media, monthly e-newsletter, and mass email communications.

• Widely promote PSA events and programs to ensure optimal attendance and engagement, including regular (weekly) emails to promote upcoming events, design and production of brochures/digital posters, postings to community calendars and social media, etc.

• Assist in the preparation of drafts of official correspondence, policy statements, and official communications on behalf of the Board and/or committees.

• Event & Meeting Management

• Coordinate all details for and provide staff support at PSA program sessions and events.

• Develop and maintain event registration systems and tools.

• Coordinate event vendors, speakers, special guests, supply purchasing, etc.

• Communicate with and track event attendees.

• Operations Coordination

• Maintain all official records, minutes, and documents for the organization, including official correspondence, notices, and mailings. Manage distribution of these materials as needed. 

• Manage the organizational calendar of events and meetings.

• Assist the Board Treasurer, President, and working group chairs in the creation, implementation, and tracking of annual budgets.

• Organize and maintain PSA shared drive files and permissions.

• Assist the Board in implementing funding strategies to meet financial goals, including project managing annual membership drives and appeals.

• Receive, process, and acknowledge all donations.

• Report regularly to the Board and others on organizational achievements, progress.

• Coordinate supply purchasing and serve as the primary point of contact for vendors.

Please submit materials via email, including your resume and cover letter describing your interest in the position.

Attn: Patrick Boothe, President
psahiring@hallcollaborations.com

APPLICATION DEADLINE: Monday, May 26, 2025