Administrative and Project Coordinator

Remote (U.S. based, prefer EST or CST time zones), prefer EST or CST time zonesPart-TimeMiddle

Salary40 - 55 USD per hour

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Job Details

Experience: 3+ years in an administrative, operations, executive assistant, or project coordination role
Required Skills: Project ManagementProject CoordinationBookkeepingAsanaQuickBooks

Have 3+ years in an administrative, operations, executive assistant, or project coordination role.
Have experience managing multiple projects and deadlines at the same time.
Have a strong command of Microsoft 365, including calendars, shared drives, and spreadsheets.
Be comfortable with invoicing and basic bookkeeping tools such as QuickBooks.
Demonstrate excellent written communication and attention to detail.
Be proactive, discreet, and reliable when working independently in a remote setting.
Preferred: Have experience with project management tools such as Monday.com, Asana, or Trello.
Preferred: Have a background in consulting, agencies, or the nonprofit sector.
Preferred: Be familiar with fundraising, cause marketing, or corporate social responsibility.
Preferred: Have basic design skills for formatting documents and slides to brand standards.

Schedule client meetings, facilitation sessions, and internal check-ins, and coordinate across time zones and contractor availability.
Prepare and send client invoices, track payments, follow up on overdue accounts, and process contractor invoices.
Maintain the Founder's task list, flag deadlines and conflicts, and help sequence weekly priorities.
Manage the firm's shared drive, including folder structure, naming conventions, permissions, and archiving.
Maintain proposal, report, and presentation templates and help apply brand standards to client deliverables.
Keep engagement, hours, and key-metric trackers current and prepare simple summaries.
Manage client contracts, vendor and tool subscriptions, contractor onboarding paperwork, and other operational tasks.
Build project timelines with milestones, owners, and dependencies based on scopes of work.
Monitor project progress, send reminders, and raise risks to the lead strategist.
Coordinate client deliverables with writing and design teams; track drafts, reviews, approvals, agendas, notes, and action items.

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