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.
Requirements
- Proven experience as a Project Manager or Administrative Officer.
- Knowledge of office systems, project coordination, and administrative best practices.
- Proficiency in MS Office and online scheduling/collaboration tools.
- Excellent organizational and prioritization skills in fast-paced settings.
- Strong written and verbal communication skills.
- Detail-oriented with sound judgment and problem-solving ability.
- Bachelor’s degree required; a graduate qualification in Business, Project Management, or related field preferred.
Minimum Technical and Work Environment Requirements:
- Internet Connection:
- Primary internet connection with a minimum speed of 15 Mbps.
- Backup internet connection with at least 10 Mbps.
- Backup connection must be capable of supporting work during a power outage.
- Primary Device:
- Desktop or laptop equipped with at least:
- Intel Core i5 (8th generation or newer), Intel Core i3 (10th generation or newer), AMD Ryzen 5, or an equivalent processor.
- A minimum of 8 GB RAM.
- Backup Device:
- Must meet or exceed the performance of an Intel Core i3 processor.
- Must be functional during power interruptions.
- A functioning webcam.
- A noise-canceling USB headset.
- A quiet, dedicated home office space.
- Peripherals and Workspace: A smartphone for communication and verification purposes.
Benefits
- Join Our Dynamic Team: Experience our fun, inclusive, innovative culture that values your unique contributions and supports your professional growth.
- Embrace the Opportunities: Seize daily chances to learn, innovate, and excel. Make a real impact in your field.
- Limitless Career Growth: Unlock a world of possibilities and resources to propel your career forward.
- Fast-Paced Thrills: Thrive in a high-energy, engaging atmosphere. Embrace challenges and reap stimulating rewards.
- Flexibility, Your Way: Embrace the freedom to work from home or any location of your choice. Create your ideal work environment.
- Work-Life Balance at Its Best: Say goodbye to stressful commutes and hello to quality time with loved ones. Achieve a healthy work-life integration to perform at your best.
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