Project Coordinator

6+ Months

PRIMARY RESPONSIBILITIES

Meeting Coordination (50%)

• Plan, coordinate, and execute logistics for professional development suite, retreats, external meetings, national events and convenings.
• Secure meeting spaces and participant lodging as needed, and provide on-site logistics in partnerships with other staff and external partners.
• Provide operational management for virtual, hybrid, and in-person engagements. Coordinate logistics, schedules, communications, and meeting materials.
• Order and manage materials for meetings and engagements as needed
• Track and oversee meeting satisfaction.
• Support team engagement activities such as ad-hoc meetings, and internal meetings and retreats.

Budget Planning and Management (30%)

• In collaboration with Executive Director and Senior Director, plan, forecast, and reconcile budgets. Partner with Assistant Directors to monitor expenses, manage risks, and stay within budget.
• Manage vendor relationships, contracts, invoicing, and procurement processes.
• Manage expense reimbursement process for external presenters, meeting attendees, and collaborators.

Operational Support (20%)

• Track and manage requests, internal communications, and workflows for Executive Director and Senior Director, as needed.
• Partner and collaborate with internal and external partners across and to align calendars and ensure consistent coordination

MINIMUM QUALIFICATIONS

• Bachelor’s degree required.
• 3–5 years of professional experience in project, event and budget management.
• Independent budget planning and vendor management experience.
• Strong organizational, communication, and collaboration skills.
• High level of skill using Microsoft Office products (Outlook, Word, Excel, PowerPoint).
• Experience with Zoom, Slack, and Salesforce.
• Willingness to travel periodically