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.

Qualifications 

·        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 

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