Drive to Zero Project Coordinator

Please be aware of recruiting scams! All legitimate communication from our recruitment team will come from an official calstart.org email address via email, we will not text you about a role you have not applied to or shown interest in. We will not perform any interviews via text or Zoom chat. CALSTART does not ask for any fees or personal information such as social security numbers or bank details during the recruitment process. About Us : CALSTART is a mission-driven industry organization focused on transportation decarbonization and clean air for all. For over 30 years, it’s been CALSTART’s mission to develop, assess, and implement large-scale, zero-emission transportation solutions to mitigate climate change and support economic growth. CALSTART works with businesses, organizations, governments, and communities to create real-life impact toward clean air and equitable access to clean transportation for all. CALSTART provides scientific, technical and policy support for regulatory development and clean technology and infrastructure acceleration. About the Role: ​ ​ The DTZ Project Coordinator role offers the chance to work at the center of a global initiative with direct impact in creating a more healthier climate, cleaner air and sustainable transport ecosystem working along side governments, businesses and knowledge partners. It’s an ideal opportunity for someone who is detailed oriented, loves coordination, thrives in dynamic environments, and wants to contribute meaningfully to advancing zero ‑ emission transportation worldwide. ​ Duties & Responsibilities Event & International Network Coordination: o Track deadlines, submit materials and both plan and coordinate timelines for major global and regional events, including in person events like COP, CEM, ITF and virtual events (Global MOU meetings) ensuring the events are effective and well executed. o Coordinate internal team participation and prep for events, including briefing materials and debrief sessions. o Coordinate outreach to potential event sponsors and support sponsor relationship management . Project Management & Follow-Up: o Monitor project timelines and ensure follow-ups on key tasks, including stakeholder outreach and internal deliverables. o Support event organization by inviting and coordinating panelists, tracking submissions, and ensuring timely responses from staff and participants. o Facilitate internal project tracking and team check-ins to ensure progress and accountability. Logistics & Administrative Support: o Arrange travel logistics, particularly for the Senior Director and representatives attending international events including the Global MOU Summit. o Support internal meeting scheduling, agenda development, and note-taking for team and collaborative meetings. o Prepare briefing materials and ensure timely access to relevant documents for meetings, events, and stakeholder engagements. o Support external meeting scheduling with partner countries, and engagement status tracking Systems & Information Management o Organize and maintain up-to-date records and documentation across platforms and systems, including presentations, and annual reports, ensuring accessibility, version control, and clear labeling. o Ensure materials are well-organized and readily accessible to support internal coordination and external communications. o Coordinate internal communications to ensure team members are informed and aligned on priorities, updates, and deadlines. Qualifications Minimum of 3-5 years of professional experience. Bachelor’s degree. Strong project, organizational and time management skills, with the ability to handle multiple priorities. Excellent and proactive communication and interpersonal skills, with experience engaging with high-level stakeholders in a fast-paced environment. Detail-oriented with the ability to track deadlines, follow up on key tasks, and maintain well-organized records. Pr oficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint , SharePoint, Teams , Planner ) , videoconferencing tools (Zoom, Teams) , and project management tools (Monday, Planner). Experience with event coordination, international partnerships, or stakeholder engagement in an international setting. Desired Qualifications Fluency in Spanish or French Prior experience working in a policy, sustainability, or international collaboration setting. Experience incorporating AI tools for workflow optimization . Experience working in multicultural, multilingual settings with an international community. We understand that not everyone will match the above qualifications 100%. If your background isn't perfectly aligned but you feel you would be a great addition to the team, we'd love to hear from you. We're a tight-knit team of world-class innovators, business minds, and change agents who believe passionately in our mission and put our team ahead of self. We are committed to the continued development and growth of our employees and invest in your success! We care about your personal well being as much as your professional success and offer generous benefits to full time employees including: 100% company paid comprehensive health benefits for Medical, Dental, Vision, Short Term Disability, Long Term Disability and Life Insurance, Retirement plan with generous company contributions, FSA for Health and Dependent Care, 3 weeks of vacation time in the first year of employment, 11 paid company holidays, paid sick time, paid family leave, and more! Our inclusive environment focuses on making decisions based on merit without regard to race, color, hair texture, gender, religion, age, nationality, social or ethnic origin, sexual orientation, gender identity, gender expression, LGBTQIA+ status, marital status, pregnancy, disability, genetics, veteran status, or any other characteristic protected by law.