Administrative Project Coordinator

Job Description We are seeking a Non-IT Project Manager to provide comprehensive project management and operational support to a global thought leadership team within a large, mission-driven organization. This role partners closely with senior leadership and cross-functional stakeholders to support a broad portfolio of strategic initiatives, communications, and events.

This is a highly visible opportunity for a detail-oriented project manager who excels in fast-paced, multi-stakeholder environments and enjoys supporting senior leaders through strong organization, communication, and execution.

This position will be on-site three days a week in DC.

Responsibilites

• Provide day-to-day project management support across team operations and process improvement initiatives
• Manage timelines, deliverables, dependencies, and tracking across multiple concurrent projects
• Conduct internal research and coordinate stakeholder outreach to gather information, track progress, and support decision-making
• Proactively identify risks, surface issues, and recommend solutions to keep projects on track
• Manage and maintain a content tracking system for publications, updates, and internal deliverables
• Support internal communications by sharing updates, content, and insights across collaboration channels
• Coordinate with team members to ensure content is accurate, current, and aligned with strategic priorities
• Support planning and execution of internal meetings, including agenda preparation and logistics
• Draft clear, concise meeting minutes capturing key discussion points, decisions, and action items
• Conduct research and prepare background materials to support leadership presentations and strategic discussions
• Assist in developing presentations and briefing materials for internal and external audiences
• Respond to ad hoc project management and operational requests from senior leadership
• Assist with event and briefing logistics, including materials, coordination, and stakeholder communication
• Support preparation of collateral for events, speaking engagements, and travel
• Compile and organize briefing books and supporting documentation for senior leaders
• Draft professional correspondence including memos, briefings, letters, and emails
• Maintain organized electronic filing systems and ensure effective document management
• Enter, update, and manage data in relevant databases and tracking tools
• Support additional administrative and operational needs as required

Required Qualifications

• 3+ years of non-IT project management experience in a complex, multi-stakeholder environment
• Proven ability to manage multiple projects simultaneously and meet deadlines
• Strong organizational skills with the ability to prioritize in a fast-paced setting
• Excellent written and verbal communication skills, including experience drafting professional documentation and meeting summaries
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Microsoft Teams

Preferred Qualifications

• Experience using Airtable or similar low-code database or project management tools (training provided)
• Experience supporting senior leaders or executive-level stakeholders
• Background in research, policy, thought leadership, or related fields