Project Coordinator

seeks a motivated, career and customer-oriented to join our team. This is a partial position with client visits 2-3 times a month at an onsite location in

Serving as a primary point of contact and an extension of the Program and Project Team, the Project Coordinator will use attention to detail, strong diplomatic skills , and the ability to maintain absolute confidentiality in a fast-paced environment. The Project Coordinator goes beyond standard administrative duties; it demands an individual who can strategically manage complex calendars, flawlessly coordinate high-stakes internal and cross-team meetings, and accurately document critical actions and key deliverable milestones. The Project Coordinator will anticipate executive needs, mitigate operational friction, and ensure the leadership team's time is maximized for strategic execution.

• Complex Calendar Management & Strategic Scheduling; s erve as the primary gatekeeper and primary POC for the client Program Manager's calendar, proactively managing competing priorities, resolving scheduling conflicts, and safeguarding focus periods for strategic deep work; coordinate high-volume, multi-team meeting requests from internal business units, program stakeholders, and external technical stakeholders; assess the urgency and importance of incoming request traffic, applying sound judgment to dynamically reprioritize calendars without causing operational bottlenecks.
• End-to-End Meeting Coordination & Technical Logistics; l ead the end-to-end planning and logistical execution for recurring and ad-hoc meetings, including technical discussions, business process reviews, and cross-functional technical / stakeholder meetings; collaborate across departments to collect, assemble, format, and distribute vital pre-reading materials, agendas, and prepared slide decks at least 48 hours in advance of scheduled sessions; periodically: secure and audit Agency on-site meeting venues, ensuring logistics and readiness of audiovisual, video conferencing (Zoom, Teams, Webex), and digital presentation prior to and during scheduled session .
• High-Fidelity Meeting Minutes & Documentation; a ttend assigned discussions to capture comprehensive, accurate, and structured minutes; synthesize granular, complex conversations into digestible, professional summaries, distilling technical jargon and open discussions into definitive action items, assigned owners, and applicable deadlines; establish and maintain a centralized, highly secure digital archive of all meeting minutes, agendas, and supportive documentation to fulfill delivery, audit, and governance requirements.; monitor, track, and send proactive reminders regarding post-meeting action items to designated assignees, ensuring organizational commitments are delivered on schedule.
• Diplomatic Communication;e xceptional emotional intelligence and verbal polish when interfacing w ith senior leadership and key stakeholders.
• Crisis Mitigation: a n innate ability to problem-solve schedule disruptions and logistical failures seamlessly in real-time.

• 5 to 7 years of progressive administrative experience, with at least 3 years explicitly dedicated to supporting senior leadership (Sr. Manager, VP, or C-suite level) within a mid-to-large-scale enterprise.
• Experience with enterprise level scheduling systems (Microsoft Outlook Calendar, Microsoft Teams, Google Calendar).
• Experience with Microsoft Office suite (Word, Excel, PowerPoint) and collaboration frameworks (SharePoint)
• Experience with operating task tracking software (Jira, Asana, Monday.com)

• Bachelor's degree in business administration, Communications, or a closely related field is highly preferred; equivalent foundational corporate experience will be strongly considered.
• Certified Administrative Professional (CAP) or related professional administrative credentials.
• Experience with HUD EOD

• Must be a US Citizen and be willing and able to obtain and maintain a DHS Suitability/Entry on Duty (EOD).

• The position is sedentary, and office based. The role requires the ability to communicate daily with co-workers, management, and customers