Project Assistant

Job Number: 47221

Project Assistant

Job Description:

Our client, a global research non profit, is looking for a new project assistant to support two of their leaders. This person will be responsible for coordinating and implementing project deliverables within the EDIB (Equity, Diversity, Inclusion, & Belonging) program, collaborating with the Head of EDIB and the Program Leads for Racial Justice & Equity (RJE) and Employee Resource Groups (ERG). This position is a full-time contract opportunity, with the potential to convert to a direct hire role. It offers remote flexibility and growth potential.

Responsibilities:

• Coordination and scheduling of project, team, and key partner meetings

• Ownership and coordination of EDIB team calendar

• Manage schedules, vendor invoices and logistics for multiple training courses and Employee Resource Group events. Includes forming effective relationships with vendors and facilitators.

• Coordinate logistics for 3-6 in-person team meetings annually (# of attendees can range from 6-35). Includes but is not limited to:

• Reserving appropriate space/rooms

• Managing the meeting invitation and RSVPs

• Catering & dietary restrictions

• AV arrangements (Zoom, powerstrips, projectors, etc.)

• Dinner reservations

• Note taking

• Ordering any necessary supplies

• Communicating logistics information to attendees (Agenda, charge code, travel info, etc.)

• Book travel for team members as needed

• Manage purchasing logistics

• Documentation and summarization of project and team meeting notes and action items

• Ownership and coordination of team SharePoint sites

• Monitor EDIB mailbox and respond to inquiries or direct to appropriate party as needed

• Ensure timely deliverables and escalate issues in an appropriate and timely manner

Education Requirements:

• Bachelors Degree with 2-3 years of relevant work experience; or 4-6 years of relevant work experience

Desired Background/Skills:

• Ability to prioritize effectively and renegotiate due dates as necessary

• Intermediate knowledge and skill with MS Word, Outlook, PowerPoint, Excel

• Experience in project coordination

• Able to give and receive effective, timely feedback

• Proven ability to collaborate effectively across groups of multiple partners

• Ability to set and elicit clear expectations

• Strong client relationship and interpersonal skills

• Strong writing skills and abilities

• Strong attention to detail

• Basic to intermediate knowledge and skill with Zoom, Teams, and SharePoint

• Strong ability to self-organize and help keep others organized

• Proven ability to focus effectively while managing and supporting multiple projects

• Strong ability to take initiative, partner, and influence

• Culturally sensitive and respectful

• Continuous learner

Qualifications:

• 2-3 or more years of experience working with project teams and matrix environments

• Extremely strong calendar management experience

• Intermediate-level (or better) experience with Outlook

• Passion for and interest in issues related to Equity, Diversity, Inclusion & Belonging and Racial Justice

• Excellent ability in communication (verbal and written) and presentation skills

Other Information:

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We are committed to creating a diverse environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

This client is a U.S. government contractor with specific controlled-access facilities that must register non-U.S. Persons; therefore, all visitors to those facilities must declare their nationality and citizenship upon arrival at, and before entering. Depending on the work location, candidates selected to interview may be required to complete 'Government Contractor Controlled-Access Facility Questionnaire' before visiting the client facility.