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.

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.