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: 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.
