Executive Operations Coordinator & Assistant Project Manager

Job Summary We are seeking a dynamic and highly organized Executive Operations Coordinator & Assistant Project Manager to join our team. This role is vital in ensuring seamless office operations, supporting executive leadership, and managing multiple projects with precision and professionalism. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional administrative skills, project coordination expertise, and a proactive approach to problem-solving. This paid position offers an exciting opportunity to contribute to organizational success while honing your skills in office management, event planning, and project execution.

Key ResponsibilitiesExecutive Support & Coordination (25%)

Manage executive calendars and meeting scheduling

Coordinate internal and external meetings

Draft agendas and meeting materials

Process AI-generated meeting notes and action items

Track follow-up activities and deadlines

Support travel coordination and logistics

Maintain organized digital filing systems

Project Management Support (35%)

Maintain project trackers, timelines, and dashboards

Support Project Managers and Fellows

Monitor deliverables and milestone completion

Assist with sprint planning and weekly work plans

Prepare weekly project status reports

Coordinate stakeholder communications

Support event planning and execution activities

Operations & Administration (25%)

Organize and maintain Office 365 systems

Maintain contact databases and stakeholder lists

Assist with contract and proposal administration

Support onboarding of Fellows, interns, and contractors

Manage documentation and project records

Coordinate logistics for workshops, trainings, and events

Communications & Reporting (15%)

Draft stakeholder communications and follow-up emails

Prepare presentations and meeting materials

Support newsletter and communication efforts

Develop bi-weekly stakeholder reports

Create summaries and reports for leadership review

Qualifications

Required:

Bachelor’s degree or equivalent experience

2+ years of experience in project coordination, operations, administration, or program management

Exceptional organizational skills and attention to detail

Strong written and verbal communication skills

Ability to manage multiple priorities simultaneously

Professional and polished interpersonal skills

Self-starter with strong follow-through

Preferred:

Experience in nonprofit, healthcare, education, or community-based organizations

Experience supporting executive leadership

Experience coordinating multiple stakeholders and projects

Experience working with youth programs, public health initiatives, or educational programs

Technology Requirements

Candidates should be comfortable using:

Google Workspace

Microsoft Office 365

ChatGPT and AI productivity tools

Trello, Monday.com, or similar project management platforms

Canva

Zoom and virtual meeting platforms

Success Metrics

Success in this role will be measured by:

Timely scheduling and coordination of meetings

Accuracy and completeness of project tracking

Weekly reporting delivered on schedule

Timely follow-up on action items

Organization of project documentation

Responsiveness to stakeholders

Increased operational efficiency across enterprise initiatives

Schedule & Compensation

Part-Time (15–20 hours per week)

In-Person Position

New Brunswick, New Jersey

Flexible schedule with some evening community events

Compensation commensurate with experience.

Pay: From $25.00 per hour

Work Location: In person