Project & Administrative Coordinator

Project & Administrative Coordinator

We are seeking a highly organized and detail-oriented Project & Administrative Coordinator to support day-to-day operations and ensure seamless coordination across projects and stakeholders. This role involves managing administrative tasks, assisting with proposal and grant preparation, supporting leadership in communications and operations, and maintaining a well-organized virtual work environment.

The ideal candidate will have a background in project management or administrative leadership, excellent organizational and communication skills, and the ability to manage multiple priorities in a remote, fast-paced setting.

Core Competencies

• Strong organizational and project coordination skills.
• Excellent written and verbal communication abilities.
• Exceptional time management and multitasking in a fast-paced, remote environment. Attention to detail and strong problem-solving mindset.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and collaboration tools (Teams, Email Scheduler).
• Ability to manage multiple stakeholders and coordinate across departments.
• Creative thinker with initiative to suggest and implement improvements.
• Professionalism, reliability, and discretion in handling sensitive information.

Job Responsibilities

Project Coordination & Administration

• Oversee daily project and office operations, ensuring smooth workflow.
• Prepare correspondence, memos, and reports. Manage procurement, inventory, and travel logistics.
• Maintain a cash journal and coordinate with accounting for reporting.
• Schedule meetings and organize appointments.
• Update and maintain office and project policies and procedures.
• Coordinate with IT and vendors for equipment and service needs.
• Manage contracts, invoices, and budgets.

Research & Proposals

• Research and compile grant and proposal submissions using existing materials.
• Submit drafts to the Managing Director for review and approval.

Social Media & Communications

• Develop and maintain a social media plan aligned with leadership direction.
• Schedule and publish approved content using libraries, newsletters, and AI tools.

Operations & Human Resources Support

• Support C-suite documentation and coordination needs.
• Assist with onboarding new hires and addressing employee queries.
• Plan internal/external events such as meetings and conferences.
• Provide general support to visitors and collaborators.