Location: Houston, TX (Hybrid preferred)

Position: Full-Time

Salary: Depending on experience

Benefits: $500 monthly health insurance allowance

About Magic Bus USA

Magic Bus believes where a child is born should not determine where they end up.

For more than 25 years, Magic Bus has helped children and young people living in poverty move from Childhood to Livelihood through education, life skills and employability programs.

Magic Bus USA builds awareness, partnerships and philanthropic support across the United States to help expand this work and create brighter futures for young people across India.

As we continue to grow, we're looking for someone exceptional to become the operational backbone of our U.S. team.

The Opportunity

This is a unique opportunity to work directly alongside the Executive Director in a broad and dynamic role that touches every part of the organization.

We're looking for someone who loves bringing order to complexity, keeping projects moving and making sure nothing falls through the cracks.

One day you might be coordinating international meetings between colleagues in Houston, India, Singapore and London. The next, you could be organizing donor travel, preparing board meeting materials, helping deliver a fundraising event or ensuring every detail is ready for an important donor meeting.

You'll become the person who keeps Magic Bus USA running smoothly so the Executive Director can focus on fundraising, partnerships and growing the organization.

Key Responsibilities

Executive Coordination

Provide day-to-day operational support to the Executive Director, including:

• Coordinating calendars and meetings

• Booking domestic and international travel

• Arranging hotels, transportation and restaurants

• Preparing itineraries

• Coordinating donor meetings

• Supporting board meetings

• Preparing meeting agendas and briefing materials

• Tracking follow-up actions and commitments

Managing confidential administrative matter

Project Management

Coordinate multiple organizational projects simultaneously by:

• Developing project plans and timelines

• Monitoring deadlines and milestones

• Following up with colleagues and external partners

• Maintaining project documentation

• Identifying potential issues before they become problems

• Ensuring commitments are delivered on time

Events & Donor Experience

Coordinate the operational delivery of Magic Bus USA events, including:

Donor salons

• Cultivation events

• Board meetings

• Donor appreciation events

• Corporate events

• Annual fundraising galas

• Community engagement activities

For major fundraising galas, you'll work alongside professional event management companies, serving as Magic Bus USA's internal project coordinator and ensuring all internal planning, communications and logistics are delivered successfully.

Responsibilities may include:

• Guest lists

• Invitations

• RSVP management

• Registration

• Seating plans

• Vendor coordination

• Speaker logistics

• Event materials

• Signage

• On-site coordination

Operations & Administration

Help ensure the smooth day-to-day operation of Magic Bus USA by supporting:

• Office administration

• Vendor relationships

• Contract administration

• Technology coordination

• Office supplies and purchasing

• Insurance renewals

• Shipping and logistics

• Document management

• Organizational systems and processes

Development Operations

Support fundraising and donor stewardship by:

• Maintaining accurate donor and event records

• Assisting with Salesforce updates

• Tracking sponsorship commitments

• Coordinating donor acknowledgements

• Supporting fundraising campaigns

• Helping prepare board and donor reports

• Assisting with grant and proposal administration as needed

International Coordination

Coordinate projects and communications with colleagues across the Magic Bus network, including teams in:

• India

• Singapore

• United Kingdom

Help ensure information flows efficiently, deadlines are met and projects remain aligned across multiple time zones.

Who You Are

You're naturally organized and genuinely enjoy helping people succeed.

You take satisfaction in creating systems, managing projects and making complicated things run smoothly.

You anticipate problems before they arise and rarely need to be reminded to follow up.

You're equally comfortable speaking with senior executives, coordinating with international colleagues or organizing the details behind an important donor event.

Most importantly, you're dependable, proactive and enjoy being the person others rely on.

How to Apply

Please submit:

• Your résumé.

• A brief note explaining why this opportunity interests you.

• An example of a project, initiative or event you helped organize that demonstrates your organizational skills.

Magic Bus USA is proud to be an equal opportunity employer and welcomes applicants from all backgrounds.