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.