Project Coordinator

Responsibilities

• Complex Calendar Management & Strategic Scheduling
• serve as the primary gatekeeper and primary POC for the client Program Manager’s calendar, proactively managing competing priorities, resolving scheduling conflicts, and safeguarding focus periods for strategic deep work
• Coordinate High-Volume, Multi-Team Meeting Requests
• assess the urgency and importance of incoming request traffic, applying sound judgment to dynamically reprioritize calendars without causing operational bottlenecks
• End-to-End Meeting Coordination & Technical Logistics
• lead the end-to-end planning and logistical execution for recurring and ad-hoc meetings, including technical discussions, business process reviews, and cross-functional technical / stakeholder meetings
• collaborate across departments to collect, assemble, format, and distribute vital pre-reading materials, agendas, and prepared slide decks at least 48 hours in advance of scheduled sessions
• periodically: secure and audit Agency on-site meeting venues, ensuring logistics and readiness of audiovisual, video conferencing (Zoom, Teams, Webex), and digital presentation prior to and during scheduled sessions
• High-Fidelity Meeting Minutes & Documentation
• attend assigned discussions to capture comprehensive, accurate, and structured minutes; synthesize granular, complex conversations into digestible, professional summaries, distill technical jargon and open discussions into definitive action items, assigned owners, and applicable deadlines
• establish and maintain a centralized, highly secure digital archive of all meeting minutes, agendas, and supportive documentation to fulfill delivery, audit, and governance requirements
• monitor, track, and send proactive reminders regarding post-meeting action items to designated assignees, ensuring organizational commitments are delivered on schedule

Qualifications

• Minimum Qualifications: 5 to 7 years of progressive administrative experience, with at least 3 years explicitly dedicated to supporting senior leadership (Sr. Manager, VP, or C-suite level) within a mid-to-large-scale enterprise
• Experience with enterprise level scheduling systems (Microsoft Outlook Calendar, Microsoft Teams, Google Calendar)
• Experience with Microsoft Office suite (Word, Excel, PowerPoint) and collaboration frameworks (SharePoint)
• Experience with operating task tracking software (Jira, Asana, Monday.com)
• Preferred Qualifications: Bachelor’s degree in business administration, Communications, or a closely related field is highly preferred; equivalent foundational corporate experience will be strongly considered
• Certified Administrative Professional (CAP) or related professional administrative credentials
• Experience with HUD EOD Clearance Requirements
• Must be a US Citizen and be willing and able to obtain and maintain a DHS Suitability/Entry on Duty (EOD)