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