About the role

Administrative Assistant & Project Manager at a healthcare organization improving health outcomes for vulnerable populations. Coordinating projects and providing high-level administrative support to leadership team.

Responsibilities

Plan, coordinate, and execute organizational projects from conception through completion, ensuring deliverables are met on time and within scope
Develop detailed project plans, timelines, and tracking systems using project management tools (e.g., Asana, Monday.com, Smartsheet, or Microsoft Project)
Monitor project progress, identify risks and bottlenecks, and implement solutions to keep initiatives on track
Coordinate cross-departmental meetings, facilitate communication between stakeholders, and ensure alignment on project goals
Prepare status reports, presentations, and documentation for leadership and funding partners
Support grant-funded initiatives by tracking deliverables, managing timelines, and maintaining compliance with funder requirements
Provide high-level administrative support to executive leadership, including calendar management, meeting coordination, and correspondence
Manage office operations, including supply ordering, vendor relationships, equipment maintenance, and workspace organization
Coordinate internal and external meetings, including logistics, agenda preparation, minute-taking, and follow-up action items
Maintain organized filing systems (both physical and digital) for contracts, reports, policies, and organizational records
Process invoices, expense reports, and reimbursements with meticulous attention to accuracy and compliance
Coordinate travel arrangements and logistics for staff and leadership team members

Bachelor's degree in Business Administration, Public Health, Project Management, or related field, OR equivalent combination of education and experience
3-5 years of experience in administrative support, project coordination, or project management roles
Demonstrated excellence in attention to detail with a track record of producing accurate, error-free work
Proven project management experience with ability to manage multiple projects simultaneously and meet deadlines
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace
Experience with project management software (e.g., Asana, Monday.com, Smartsheet, Microsoft Project, or similar tools)
Exceptional written and verbal communication skills with ability to communicate effectively with diverse stakeholders
Strong organizational skills with ability to prioritize tasks, manage time effectively, and maintain composure under pressure
Demonstrated commitment to health equity and passion for serving vulnerable populations
Ability to work independently with minimal supervision while also being a collaborative team player