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.

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