Project & Administrative Coordinator

We are seeking a highly organized and detail-oriented Project & Administrative Coordinator to support daily operations and ensure seamless coordination across multiple projects and stakeholders. This role involves managing a variety of administrative tasks, assisting with proposal and grant preparation, supporting leadership communications and operations, and maintaining an efficient virtual work environment. The ideal candidate will bring experience in project management or administrative leadership, possess strong organizational and communication skills, and be adept at managing multiple priorities in a fast-paced remote setting.

Key Responsibilities

Project Coordination & Administration: Manage daily project and office operations to ensure smooth workflows. Prepare correspondence, memos, and reports as needed. Oversee procurement, inventory management, and travel logistics. Maintain a cash journal and liaise with accounting for accurate financial reporting. Schedule meetings and organize appointments efficiently. Update and maintain office and project policies and procedures. Coordinate with IT and external vendors to address equipment and service requirements. Handle contracts, invoices, and budget tracking.

Research & Proposals: Conduct research and compile grant and proposal submissions using existing materials. Prepare drafts and submit them to the Managing Director for review and approval.

Social Media & Communications: Develop and maintain a social media plan aligned with leadership’s strategic direction. Schedule and publish approved content using content libraries, newsletters, and AI tools to enhance engagement.

Operations & Human Resources Support: Assist with documentation and coordination for C-suite executives. Support onboarding processes for new hires and respond to employee inquiries promptly. Organize internal and external events such as meetings and conferences. Provide general support to visitors and collaborators to ensure a welcoming environment.

Required Qualifications

Proven experience as a Project Manager or Administrative Officer with a solid understanding of office systems, project coordination, and administrative best practices. Proficiency in Microsoft Office applications (Excel, Word, Outlook) and familiarity with online scheduling and collaboration tools such as Teams and email schedulers. Exceptional organizational and prioritization skills to thrive in fast-paced environments. Strong written and verbal communication abilities. Detail-oriented with sound judgment and effective problem-solving skills. A Bachelor’s degree is required.

Preferred Qualifications and Benefits

A graduate qualification in Business, Project Management, or a related field is preferred. Candidates must have a reliable primary internet connection with a minimum speed of 15 Mbps, along with a backup connection of at least 10 Mbps to ensure uninterrupted remote work during power outages. The primary device should be a desktop or laptop equipped with at least an Intel Core i5 (8th generation or newer), Intel Core i3 (10th generation or newer), AMD Ryzen 5, or equivalent processor, and a minimum of 8 GB RAM. A backup device meeting or exceeding Intel Core i3 performance is also required. Essential equipment includes a functioning webcam, noise-canceling USB headset, a quiet, dedicated home office space, and a smartphone for communication and verification purposes.

Join a dynamic team that fosters a fun, inclusive, and innovative culture valuing your unique contributions and supporting your professional growth. Benefit from daily opportunities to learn, innovate, and make a meaningful impact in your field. Unlock limitless career growth with access to resources designed to propel your career forward. Thrive in a fast-paced, high-energy environment that embraces challenges and offers stimulating rewards. Enjoy the flexibility to work remotely from any location, creating your ideal work environment. Achieve a healthy work-life balance by eliminating stressful commutes and gaining quality time with loved ones, enabling you to perform at your best.