ROLE SUMMARY

Our client is looking for a highly organized and detail-oriented Project Coordinator to join their team. He/she will play a crucial role in ensuring the successful planning, execution, and completion of various projects within our organization. This individual will report to the Project Manager and will work closely with C-level executives, project managers, teams, and stakeholders to facilitate project progress, monitor timelines, and ensure all tasks are completed efficiently.

Additionally, the Project Coordinator will be responsible for coordinating events, managing membership-related initiatives, and facilitating meetings and webinars.

WORK SCHEDULE: 8:00 AM – 5:00 PM Pacific Daylight Time (11:00 PM – 8:00 AM Philippine Standard Time), follows Philippine holidays

POSITION TYPE: Full Time

WORK ARRANGEMENT: Remote

ESSENTIAL FUNCTIONS:

• Handle the following project planning and task assignment duties:
• Collaborate with stakeholders, project managers, and team members to develop
• project plans, including scope, objectives, deliverables, and timelines
• Assign tasks to team members and ensure they have the necessary information
• and resources
• Monitor task progress and provide status updates to project manager or events manager
• Handle the following communication and correspondence duties:
• Act as a central point of contact for executives, internal/external stakeholders and other project-related inquiries
• Facilitate effective communication among team members, stakeholders, and clients
• Schedule project meetings, documenting meeting minutes and action items.
• Draft and proofread emails, reports, and other documents on behalf of executives
• Handle the following information management duties:
• Organize and maintain sensitive and confidential information
• Assist in data collection and research as needed
• Update information on the website if applicable or as needed
• Handle documentation duties:
• Maintain accurate project documentation, including project plans, schedules, and reports
• Ensure that all project documentation is properly organized and accessible
• Handle the following quality assurance duties:
• Assist in monitoring project deliverables for quality and adherence to standards
• Help in identifying and resolving quality issues
• Handle the following reporting duties:
• Generate reports on membership, event registrations, and other reports as
• requested by stakeholders
• Maintain and update reports as required by the project
• Handle the following event coordination duties:
• Work with the events or program manager to plan and coordinate organization-wide events, including logistics, venue selection, reservation, and vendor coordination
• Coordinate with the graphic designer to make sure that event flyers and marketing materials are created on time and submitted for printing
• Set up registration pages and registration tickets
• Monitor event registration, handle event inquiries, and manage refund requests
• Attend event planning meetings as needed
• Handle the following membership management duties:
• Oversee the management of membership records and databases
• Collaborate with the team to enhance the member experience and engagement
• Handle the following meetings and webinar facilitation duties:
• Coordinate and schedule meetings, webinars, and virtual events
• Prepare meeting agendas, materials, and minutes
• Collect all necessary data to setup a webinar (but not limited to) webinar title, speaker, event description, etc.
• Assist in technology setup and provide support during webinars and virtual meetings

QUALIFICATIONS:

• Bachelor's degree in business administration, project management, or a related field
• Proven experience as a project coordinator or in a similar role
• Experience in coordinating and facilitating meetings and webinars, including technical setup
• Event planning and coordination experience
• Proven experience working with C-level executives
• Proficiency in membership management software and databases is preferred
• Knowledge of virtual event platforms and webinar tools
• Proficiency in office software tools (e.g., Google Workspace)
• Experience in project management software and tools is preferred (e.g., Clockify, Asana)
• Discretion and the ability to handle confidential information with professionalism
• Strong interpersonal and communication skills for effective interaction with executives and stakeholders
• Excellent written and verbal communication skills
• Strong organizational and time management skills
• Ability to manage multiple tasks and prioritize effectively across different areas of responsibility
• Excellent problem-solving skills and a proactive approach to tasks
• Demonstrated resourcefulness in finding solutions to challenges and novel ways to improve executive support processes
• Ability to work effectively in a team and capable of working independently
• Strong analytical and reporting skills
• Keen attention to details
• Ability to create multiple reports based on urgency
• Problem-solving skills and the ability to adapt to changing project requirements

Please refer to job description.