Job Description

Job Location: Becket, MA 01223
Position Type: Seasonal
Salary Range: $22.00 - $26.00 Hourly

TITLE: Office Coordinator
STATUS: Temporary (approximately 3–6 months) with potential for extension
LOCATION: In-Person/Hybrid (Becket, MA)
SCHEDULE: In-Person (May–August). Hybrid, 1–2 days per week remote (September through April)
REPORTS TO: Office Administrator & Alumni Relations Coordinator
DEPARTMENT: People & Culture
WORKS WITH: All staff, Visitors, Interns, Alumni, Vendors
COMPENSATION: $22–$26/hr
SUMMER ONLY: Three meals a day, free access to classes, performances, talks, and studio usage.
POSITION OVERVIEW
Jacob’s Pillow seeks a detail-oriented, people-centered Office Coordinator to serve as the organizational front door—managing front desk operations, mail and phone communications, and general office administration. This position provides critical cross-departmental administrative support and serves as a key resource for seasonal and residential staff living on the Pillow’s campus.
Reporting to the Office Administrator & Alumni Coordinator, this role is the first point of contact for the general public via phone and email, and ensures smooth day-to-day office operations across a 220-acre National Historic Landmark campus. During peak periods—including the annual summer Festival, Winter Intensives, and other year-round programming—the Coordinator provides logistical support for recruitment and hiring processes and helps ensure that seasonal campus residents have a welcoming and well-supported experience.
The ideal candidate thrives in a dynamic, multi-departmental environment, communicates with warmth and professionalism, and understands that administrative excellence is the backbone of a mission-driven organization.
RESPONSIBILITIES
Front Office & General Administration
- Manage front desk operations including greeting visitors, answering and directing phone calls, and handling general email inquiries from the public.
- Process and distribute incoming and outgoing mail including routing departmental correspondence and  scanning and emailing checks for Philanthropy and Finance.
- Printing and mailing correspondence for Philanthropy.
- Manage incoming packages and notify recipients of deliveries.
- Prepare and ship packages as needed for all departments.
- Maintain office supply inventory; research, order, and organize supplies as needed.
- Ensure common office areas, front desk, and reception spaces are organized, welcoming, and well-stocked.
- Maintain and update organizational contact lists, directories, and general information resources.
- Support filing, data entry, document preparation, and other administrative tasks as assigned.
- Fulfill web store orders including pulling of inventory, packaging, and shipping.
Cross-Departmental Support
- Provide administrative support across departments as needs arise, including document distribution, scheduling assistance, and coordination of shared resources.
- Route incoming inquiries, correspondence, and deliveries to the appropriate department or staff member.
- Assist with coordination of campus-wide communications, announcements, and logistics for organizational events.
- Support the People & Culture team with general operational tasks during high-volume periods.
- Support logistics for alumni events, including Alumni Day and other engagement opportunities.
Seasonal & Residential Staff Support
- Serve as a key point of contact for seasonal and residential staff living on campus during the summer Festival, Winter Intensives, and other programming periods.
- Support onboarding logistics for seasonal staff including campus orientation, housing information, and resource navigation.
- Help coordinate practical needs for campus residents, including dining information, transportation resources, mail distribution, and local area guidance.
- Monitor and communicate campus-specific information relevant to residential staff (schedules, policies, emergency procedures).
- Escalate concerns related to housing, safety, or wellbeing to the appropriate supervisor or department.
General
- Take notes, or assist with note-taking as needed, at organization-wide meetings including bi-weekly All-Staff.
- Complete Adult/Child CPR, First Aid, Cultural Competency, and required safety training.
- Assist and support other departments as needed, contributing to a collaborative campus environment.

QualificationsQUALIFICATIONS
Required
- Minimum 1–2 years of administrative, front desk, or office coordination experience, preferably in a nonprofit, arts, or campus-based environment.
- Excellent verbal and written communication skills with the ability to interact professionally with diverse audiences including the general public, artists, donors, and staff at all levels.
- Strong organizational skills with the ability to manage multiple priorities and shift between tasks in a fast-paced environment.
- Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets) and comfort learning new software platforms.
- High level of discretion and professionalism when handling confidential information.
- Ability to work independently and as part of a team with a proactive, solutions-oriented approach.
- Valid driver’s license and reliable transportation; Becket is a rural campus with limited public transit.
Preferred
- Experience in a performing arts, cultural, or educational institution.
- Bilingual or multilingual skills are a plus.
- Interest in or connection to the arts, particularly dance.
PHYSICAL DEMANDS & WORK ENVIRONMENT
- Must be able to sit for extended periods at a front desk and use standard office equipment.
- Ability to move across a 220-acre campus, including uneven terrain and outdoor pathways.
- May require lifting up to 25 lbs (office supplies, mail bins, event materials).
- Work environment includes both indoor office and outdoor campus settings; summer months involve increased activity, foot traffic, and pace.
- Occasional evening or weekend work may be required during Festival and programming periods.
Not sure you meet 100% of the qualifications? Research shows that men apply for jobs when they fulfill an average of 60% of the criteria, but women tend to apply only if they meet 100% of them. Yet, people who are systematically marginalized tend only to apply if they meet every requirement. We encourage you to apply if you believe you could excel in this role. Please use your cover letter to tell us about what you hope to bring to this role. We are dedicated to considering a broad array of candidates, including those with diverse workplace experiences and backgrounds. So, whether you're returning to work after a gap in employment, simply looking to transition, or taking the next step in your career path, we will be glad to have you on our radar.
APPLICATION PROCESS
Video and/or audio applications are welcome (though not required), in addition to written expressions of interest.
Interview Stages: Candidates can expect to engage in up to three rounds of interviews, the final interview taking place on campus.
Additional Documents: We may ask for a writing sample or a sample spreadsheet to better understand your expertise and fit for the role.
Accessibility Accommodations: Should you require any accommodations to facilitate your application, please don’t hesitate to reach out to us at hr@jacobspillow.org. We are committed to providing support throughout the application journey, whether that’s through email, a phone conversation, or a video call.