[Hiring] Project Coordinator @Ipas

Role Description

The Project Coordinator provides support to the Senior Leadership Team, reporting to the CEO. Responsibilities include:

• Scheduling, expense reporting, and support with board of directors’ meetings.
• Providing project support to the CFO and COO.
• Combining administrative and project support for various activities.
• Maintaining confidentiality while managing multiple needs and urgent priorities.

Summary of Responsibilities

Administrative Support

• Provides broad administrative support, including scheduling and coordinating meetings, and travel planning for the Ipas-US Senior Leadership Team (CEO, CFO, COO).
• Coordinates relevant meetings and preparations, including calendar invites, agenda, room setup (virtual or in-person), interpretation, and technology needs.
• Supports budget development, monitoring, and expense processing, tracking spending for activities for the Office of the President.
• Coordinates domestic and international travel arrangements for senior staff and board members, including hotel and event needs.
• Coordinates state registration and supports the CFO and CEO with completing annual applications.
• Maintains the US SLT team’s SharePoint site (Luna) and organizes electronic document storage.

Project Responsibilities

• Summarizes, prioritizes, and researches information into a concise format for the SLT to review.
• Creates or directs the creation of reports, budgets, and contract processing materials for SLT.
• Coordinates high-level projects and responds to or routes priority or confidential inquiries from external or internal sources.

Qualifications

• Bachelor’s degree in a related field.
• 5-7 years of relevant work experience in planning, administration support, and logistics.
• 2-3 years of project support experience, including budgeting, expense management, and financial procedures.
• Effective cultural awareness and ability to work in a diverse environment.
• Strong technical expertise in Zoom, Microsoft Teams, PowerPoint, Outlook, and calendar management.
• Strong working knowledge of Microsoft Office Suite, particularly Excel.
• Demonstrated analytical and problem-solving skills.
• Excellent verbal and written communication skills in English.
• Attention to detail, quality, and ability to follow-up and follow-through.
• Ability to work both independently and collaboratively.
• Ability to work autonomously with general direction and limited supervision.
• Professional and confidential interface with all levels of the organization.
• Flexible schedule to accommodate senior leaders in different time zones.
• Commitment to reproductive justice.
• Ability to travel up to 10%.

Preferred Qualifications

• Certification in Project Management.
• Experience managing grants, funds, and/or budgets.
• Ability to anticipate and respond to needs of each member of SLT.
• Ability to coordinate with multiple stakeholders and competing priorities.
• Fluency in other languages (Spanish, French, Portuguese, or others).

Working Environment

• Remote work; travel up to 10%.
• Ipas is committed to providing a work environment free from harassment, discrimination, and inequity.