Project & Operating Coordinator - Communications

Location: Houston, TX (Hybrid)

About the role

The Project & Operations Coordinator plays a critical role in supporting the Employee Communications & Change Management (EC&CM) and Brand, Marketing & External Communications (BMEC) teams. This position combines executive support, operational coordination, project management, and communications reporting to help drive organizational effectiveness and enable strategic priorities. Working closely with senior leadership, this role serves as a key partner in managing team operations, coordinating projects and budgets, maintaining governance processes, and ensuring seamless execution of business-critical activities.

This role combines advanced executive administrative support with hands-on project coordination, budget tracking, purchase order processing, and operational management responsibilities. Working closely with multiple Vice Presidents, the coordinator ensures that team operations, planning cycles, communication processes, and budget administration run efficiently, enabling leadership to focus on business priorities and strategic initiatives. The role is ideal for an experienced professional who thrives in a structured but fast-paced environment, balancing the precision of administrative excellence with the agility of project execution.

Responsibilities

• Executive and Team Support
  • Provide proactive administrative support to the VP, EC&CM and VP, BMEC, including managing complex calendars, coordinating travel, processing expenses, tracking budgets, and processing purchase orders.
  • Manage meeting logistics and prepare materials, while capturing key discussions, decisions, and follow-up actions.
• Operational and Project Coordination
  • Maintain monthly employee distribution lists and shared mailbox permissions to ensure accurate communication reach across the organization.
  • Keep project planners, trackers, and dashboards up to date by monitoring milestones, deliverables, and dependencies, leading team outreach, and driving accountability.
  • Coordinate annual planning, resource tracking, budget tracking, and purchase order processing across EC&CM and BMEC projects and campaigns.
  • Support the team's internal operating rhythm by updating templates, schedules, and governance documentation.
  • Track and report progress on change and communications initiatives, including channel performance metrics, and identify areas for improvement or escalation.
• Communications and Reporting
  • Draft and proofread monthly team memos, summaries, and leadership updates.
  • Analyze performance across internal communication channels, including email, intranet, Teams, and campaign channels, to identify trends, audience engagement patterns, and opportunities to improve effectiveness.
  • Build and maintain recurring dashboards, visual reports, and PowerPoint updates to track channel performance, content engagement, and communication outcomes for leadership review.
  • Translate communications data into clear insights, recommendations, and actions by maintaining accurate recurring reports, KPIs, and internal scorecards.
• Continuous Improvement and Systems Enablement
  • Serve as the team champion for collaboration and planning tools, including SharePoint, Teams, Airtable, and Power BI.
  • Identify opportunities to streamline processes, improve documentation, strengthen team alignment, and automate the collection and visualization of channel and campaign data.
  • Uphold data accuracy, confidentiality, and consistency across all tools and reports, ensuring channel metrics, audience lists, and dashboards remain current and decision-ready.

Requirements

• Bachelor's degree from an accredited university or college (or a high school diploma / GED with at least 4 years of experience in project management, project coordination, or similar roles).
• 7+ years of progressive experience in operations, project coordination, or administrative roles.
• Strong organizational skills with experience balancing multiple priorities and deadlines.
• Strong analytical skills with proficiency in Microsoft 365, especially Excel and PowerPoint; experience with Power BI, SharePoint analytics, and project tracking or reporting tools strongly preferred.
• Exceptional attention to detail, time management, and proactive follow-through.
• Excellent written and verbal communication skills and comfort engaging with senior leaders.
• Demonstrated ability to work independently, maintain confidentiality, and exercise sound judgment.
• Ability to take initiative and thrive in a dynamic, matrixed environment.
• Versatility to manage calendars with ease while also consolidating project trackers, maintaining records, and updating dashboards.
• Proactive mindset, anticipating needs, staying ahead of deadlines, and bringing structure and organization to complex situations.
• Capability to serve as the "connective tissue" of a high-performing team, ensuring seamless coordination and that no detail falls through the cracks.

Benefits

• Contemporary work-life balance policies and wellbeing activities.
• Comprehensive private medical care options.
• Safety net of life insurance and disability programs.
• Tailored financial programs, including the Thrift Plan (401k) with company contributions.
• Additional elected or voluntary benefits.
• Eligibility to participate in bonus programs subject to the terms of applicable plans or policies.