Job ID: BH345783
Category: Project Coordinator
Job Title: Project Coordinator
Job Location: Remote, onsite work as needed. Boston, MA
Hours: 40 hrs/week
The Project Assistant (PA) will be a member of 2 teams, which includes physicians, researchers, and project managers. The PA will be supervised by the Associate/Assistant Directors of both Programs but will work closely with others on the team. The PA will be assigned to support specific projects within both teams’ portfolios and will perform and coordinate a range of program support activities and tasks as well as general support to the teams.
Primary Duties and Responsibilities
? Perform administrative duties under moderate supervision at a high proficiency level (hiring manager may ask for a writing sample and/or administer a skills test during the interview process)
? Assist with the planning of meetings including ordering catering, booking travel for participants, and room setup
? Develop, format, and maintain slides, documents, tracking systems, and other materials developed by the program team
? Schedule, coordinate, and execute meetings, webinars and virtual meetings with project teams
? Schedule and coordinate meetings and conference calls including preparing meeting materials and taking minutes
? Coordinate travel logistics for team members and external partners once needed. Logistics includes, but are not limited to, arranging flights, hotels, meetings, and visas. Serves as principal internal and external administrative contact for stakeholders.
? Prepare expense reports and work with grants management to ensure expenses are reimbursed in a timely manner compliant with organization and donor requirements.
? Coordinate the Program Directors’ schedule and provide general administrative support
? Prepare written responses to routine inquiries
? Assist with the development of project work plans, timelines, and reports to funders; Track project deliverables
? Communicate effectively with internal partners to move the work forward; Respond professionally to program inquiries; Maintain contact information for network of external collaborators, partners, and project stakeholders
? Represent the organization professionally with staff, guests, donors, callers, and external visitors; greet guests, candidates, and donors
? Process expenses and reimbursements for business-related travel and memberships
? Maintain databases and filing systems which includes version control and organization of the program’s knowledge management
? Responsible for overseeing the technical aspects and triaging IT-related issues as they arise
? Handle requests for information and data
? Perform other related duties and responsibilities as required; provide cross coverage as needed
? BA/BS preferred
? 3 years of experience (education can count towards experience) preferred
? Experience working in a matrix organization/environment preferred
? Some travel may be required
The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.