Executive and Organizational Coordinator

At The Project, you will do work that matters for people who are too often overlooked. We are celebrating 40 years of providing affirming healthcare and supportive services to people living with HIV, those most at risk, and the broader LGBTQ+ community, and we welcome everyone who walks through our doors. We are looking for people who believe healthcare should meet people where they are.

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We're hiring an Executive and Organizational Coordinator!

Are you the person who keeps track of all the moving pieces, figures out how to make things work better, and makes sure nothing falls through the cracks?

The Project is looking for an Executive and Organizational Coordinator to help keep our agency organized, informed, and on track. Reporting directly to the President & CEO, you'll work across departments to coordinate deadlines, track projects, improve processes, support HR administration, and keep executive and board activities running smoothly.

This isn't just about keeping lists or sending reminders. It's about building systems, connecting the dots, following through, and helping a mission-driven team do its best work.

• Maintain the agency's master deadlines and calendar so grant reports, renewals, and compliance dates don't sneak up on anyone.
• Manage the CEO's calendar, help organize incoming communications, and coordinate meetings across busy schedules.
• Track organizational projects and leadership action items, follow up with responsible staff, and flag potential delays.
• Develop forms, trackers, and practical workflows that make our processes more efficient, including automating routine tasks where possible.
• Maintain accurate employee records and HR documentation in Paylocity, and assist staff with routine questions about time off, benefits, and administrative processes.
• Coordinate board meetings, prepare board materials, and draft meeting minutes.
• Keep agency-wide shared files, sites, and organizational records organized and accessible.

• Love organizing information, solving problems, and creating systems that make everyone's work easier.
• Are comfortable taking initiative and following up with people at all levels of an organization.
• Can juggle multiple priorities without losing track of the details.
• Know when to figure something out independently and when to ask for help.
• Communicate clearly, handle confidential information with care, and enjoy being part of a collaborative team.
• Are comfortable using Microsoft 365 and learning new technology.
• We're looking for someone with relevant experience in administrative coordination, executive support, project coordination, operations, or a related field. Experience with HR systems, executive support, or nonprofit and healthcare organizations is a plus, but you don't need to have done every part of this job before.

This is a full-time (40 hours/week), non-supervisory position based in Moline, Illinois. The position offers a flexible, hybrid work arrangement, with opportunities to work remotely and an expectation of regular in-office presence. In-person attendance is required for meetings, collaboration, trainings, and other organizational needs. Occasional evening hours are required for board meetings. This is a non supervisory position.

This posting highlights the key aspects of the role; a full job description is available for review during the hiring process.

• At least three years of relevant experience in administrative coordination, executive support, project coordination, operations, or a related role.
• Demonstrated ability to manage multiple projects, deadlines, and competing priorities with strong attention to detail and…