Office Admin & Board Coordinator

Administrative & Board Coordinator

Field of Dreams | Salem, New Hampshire

Job Type: Part-Time - 1099 Contractor Role (Responsible for your own computer/hardware/office supplies)
Schedule: Year-Round; Hours Vary Seasonally (up to 15hrs/week) with potential to have more hours during peak season (May-Aug).

Location: Primarily Remote with some In-Person Meetings and Local Responsibilities in Salem, NH

Reports To: President, Field of Dreams

About Field of Dreams

Field of Dreams is a nonprofit community organization in Salem, New Hampshire that provides recreational, entertainment, and community programming for local residents and families.

We are seeking a dependable, highly organized, and proactive Administrative & Board Coordinator to support the President, Board of Directors, and ongoing operations of the organization.

This position plays an important role in keeping Field of Dreams organized and operating efficiently. The ideal candidate is an excellent communicator, extremely detail-oriented, comfortable managing multiple priorities, and capable of working independently while maintaining accurate organizational records.

Experience with nonprofit or government grants is highly desirable.

Key Responsibilities

Board & President Support

• Report directly to the President and provide ongoing administrative support.
• Attend all scheduled Field of Dreams Board of Directors meetings which take place on the 1st Monday of the month from 6-8pm. (Either in-person or video call)
• Assist with preparation of Board meeting agendas, supporting documentation, reports, and meeting materials.
• Accurately document and prepare formal Board meeting minutes, including motions, votes, decisions, action items, and other required information.
• Distribute draft minutes for review and maintain approved meeting minutes and historical Board records.
• Track action items and follow-up responsibilities resulting from Board meetings.
• Maintain organized records supporting Board decisions and organizational continuity.
• Maintain confidentiality regarding Board discussions, financial information, sponsors, vendors, and other sensitive organizational matters.

General Administration & Communications

• Monitor designated organizational email and voicemail accounts and respond to routine administrative inquiries.
• Route matters to the appropriate Board member, committee, volunteer, or organizational representative.
• Maintain accurate electronic files, spreadsheets, applications, contracts, and administrative records.
• Track important deadlines and follow up with responsible parties.
• Collect invoices and reimbursement documentation and coordinate required paperwork with the Treasurer.
• Maintain professional and timely communication with community members, vendors, performers, sponsors, public agencies, and other partners.

Events, Vendors & Community Programs

• Provide administrative support for Field of Dreams community events, including concerts, movie nights, Family Fun Day, and other scheduled programs.
• Maintain vendor, food truck, nonprofit, performer, and event-participation records.
• Track applications, fees, contracts, W-9 forms, certificates of insurance, and other required documentation.
• Coordinate event-related communications and cancellation notifications when necessary.
• Assist with annual performer applications and maintain organized artist and entertainment records.
• Coordinate performer contracts, documentation, and payment information with the appropriate Board members and Treasurer.

Park Rentals

• Track park-use and facility-rental requests.
• Maintain rental agreements, approvals, certificates of insurance, and supporting documentation.
• Communicate with renters and prepare routine correspondence on behalf of Field of Dreams.
• Ensure required rental documentation is completed and properly maintained.

Permits & Regulatory Administration

• Assist with event permitting and required documentation with the Town of Salem and other applicable agencies.
• Track filing deadlines, fees, permits, certificates of insurance, and compliance documentation.
• Assist with New Hampshire liquor-license and event-related documentation when required.
• Maintain required permits and compliance records.
• Assist with Games of Chance documentation and other regulatory filings associated with Field of Dreams activities.

Sponsorship Administration

• Maintain organized sponsor and prospective-sponsor records.
• Assist with sponsor outreach and follow-up.
• Track sponsorship commitments, payments, W-9 documentation, promised benefits, and fulfillment.
• Coordinate sponsorship information with the Treasurer, Marketing team, President, and Board.
• Prepare sponsor acknowledgements and thank-you correspondence.

Grants – Preferred Experience

Experience researching, preparing, or administering nonprofit and government grants is strongly preferred.

Depending upon experience, responsibilities may include:

• Researching federal, state, municipal, foundation, and community grant opportunities.
• Identifying grant programs appropriate for Field of Dreams projects, community programs, events, facilities, and capital improvements.
• Maintaining a grant calendar containing opportunities, deadlines, submission dates, awards, and reporting requirements.
• Assisting with or preparing grant applications.
• Gathering financial, organizational, project, and supporting documentation required for applications.
• Coordinating grant submissions with the President and Board.
• Maintaining organized records of applications, awards, correspondence, and reporting requirements.
• Assisting with post-award reporting and compliance.

Required Qualifications

• Previous experience in administration, executive support, nonprofit administration, office management, project coordination, or a related position.
• Ability to attend all scheduled Field of Dreams Board meetings 1st Monday of the month from 6-8pm.
• Working knowledge of how to professionally document and prepare Board meeting minutes.
• Excellent written and verbal communication skills.
• Strong grammar, proofreading, and documentation skills.
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple projects, deadlines, and follow-up items simultaneously.
• Ability to work independently and proactively communicate issues before deadlines are affected.
• Strong computer skills, including email, spreadsheets, shared documents, online forms, and cloud-based document-management systems.
• Ability to appropriately handle confidential organizational and financial information.
• Reliable transportation for required meetings and responsibilities in the Salem, NH area.

Preferred Qualifications

Candidates with experience in any of the following areas will receive additional consideration:

• Nonprofit administration.
• Board of Directors administration or corporate governance support.
• Grant research and grant writing.
• Federal, state, municipal, or foundation grant applications.
• Government grant portals and application processes.
• Municipal permitting.
• Event coordination.
• Sponsorship administration or fundraising.
• Liquor licensing or event compliance.
• Games of Chance administration.
• Community organizations, parks and recreation, or municipal programs.

What We're Looking For

We are looking for someone who takes ownership of their responsibilities rather than simply waiting to be given the next task.

The right person will anticipate deadlines, maintain excellent records, follow up consistently, identify missing information, communicate professionally, and help the President and Board stay organized.

Because this role touches many different areas of the organization, the ability to prioritize and move between Board administration, events, vendors, permits, sponsors, grants, and community inquiries is important.

Schedule

This is a part-time, year-round position with workload that varies seasonally.

Much of the administrative work can be completed remotely. However, attendance at all scheduled Board meetings is mandatory, and occasional in-person responsibilities in Salem, NH will be required.

Additional hours may be necessary around major events, permit deadlines, grant deadlines, and other organizational initiatives, as approved by the Board.

Compensation

Starting compensation: $25 per hour, with final compensation based on experience and qualifications.

Candidates with demonstrated experience in nonprofit administration, Board governance, government grant writing, municipal permitting, or similar specialized areas may be considered based on their level of experience.

How to Apply

Please submit your resume along with a brief description of why you are interested in working with Field of Dreams.

Applicants with Board administration or grant experience should specifically highlight:

• Experience preparing formal Board meeting minutes.
• Experience supporting a Board of Directors or nonprofit leadership.
• Types of grants previously researched, written, or administered.
• Government agencies or foundations they have worked with.
• Successful grant awards they helped secure, when applicable.
• Experience with nonprofit organizations, municipal agencies, community events, permitting, sponsorships, or fundraising.

Field of Dreams is seeking someone who can become a trusted administrative resource to the President and Board while helping our organization operate efficiently and continue growing its impact within the Salem community.

Pay: $20.00 - $25.00 per hour

Expected hours: 5.0 – 15.0 per week

Work Location: Hybrid remote in Salem, NH 03079