Project Coordinator

Responsibilities

• Provide high-level administrative support to External Affairs leadership and divisional staff, including calendar coordination, scheduling, and day-to-day assistance.
• Coordinate and support daily operational and administrative activities across the External Affairs division to ensure efficient workflow and collaboration among research, policy, development, and communications teams.
• Assist with project coordination across the division’s key functional areas by supporting planning, tracking, and execution of initiatives, including maintaining timelines, organizing deliverables, and monitoring task completion.
• Support research and policy projects by coordinating meetings, tracking milestones, organizing background materials, managing document versions, and facilitating information sharing among internal teams and external partners.
• Support development initiatives by assisting with donor or funder-related logistics, tracking deadlines and submissions, organizing supporting documentation, and coordinating internal review and approval processes.
• Support communications projects by helping manage content calendars, coordinating reviews and approvals, organizing digital and print materials, and tracking distribution or publication timelines.
• Create, organize, and maintain accurate electronic filing and record-keeping systems for divisional materials, correspondence, reports, and reference documents.
• Manage and coordinate travel arrangements for leadership and staff, including processing required authorizations, booking travel and car services, and ensuring compliance with organizational policies.
• Serve as divisional timekeeper by processing weekly payroll submissions through ADP and ensuring timely and accurate reporting.
• Prepare, distribute, and update materials for meetings, briefings, and presentations, including agendas, background materials, and follow-up documentation.
• Provide administrative and logistical support for meetings and projects, including scheduling, tracking updates, coordinating content development, and supporting cross-team communication.
• Support special projects and perform additional administrative or project-related duties as assigned by management in support of divisional goals.

• Bachelor’s degree or equivalent work experience in Business, Health Administration, Communications, Graphic Arts, or related field required
• Minimum three (3) years of experience in administrative support, project coordination, operations, or customer service, preferably in a high-volume call center or front-desk environment
• Demonstrated ability to support fast-paced operations while managing multiple priorities and deadlines
• Strong organizational and documentation skills, including experience creating workflows, SOPs, and tracking deliverables
• Excellent written and verbal communication skills, with the ability to interact professionally with staff, members, and external stakeholders
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams) and comfort using databases or CRM systems (Salesforce or similar preferred)
• Attention to detail and ability to manage sensitive information with discretion
• Strong problem-solving skills and ability to adapt to changing operational needs
• Ability to work collaboratively across teams and support both administrative and front-line operational functions
• Ability to work flexible hours, including some evenings and weekends