Program Administration – Logistics Coordinator

This is a fully remote position, open to applicants in Virginia.

📋 Description

• Provide administrative and logistical assistance to the Chief Program Officer and the Office of the CPO.

• Oversee the CPO’s calendar and scheduling, arrange meetings, resolve conflicts, safeguard focus time, and align schedules with priorities.

• Coordinate both recurring and ad hoc meetings across various teams, locations, and time zones.

• Support the operational rhythm of the Office of the CPO, which includes leadership reviews, program leadership meetings, team meetings, and regular forums.

• Maintain well-organized records, materials, and administrative resources.

• Arrange travel logistics, including transportation, accommodations, itineraries, and visa-related processes.

• Prepare, submit, and reconcile expense reports, following up on necessary documentation or approvals.

• Manage travel logistics for staff participating in convenings, workshops, retreats, and other in-person events.

• Provide logistical information to travelers and participants while resolving any issues that arise.

• Handle end-to-end logistics for meetings, workshops, retreats, learning events, and other gatherings, covering venues, travel, catering, materials, technology, and participant support.

• Collaborate with program teams and Shared Services to effectively plan and execute in-person events.

• Organize meeting materials, participant communications, room setups, and virtual meeting arrangements, providing on-site support as necessary.

• Track logistical actions, responsibilities, and deadlines meticulously.

• Anticipate participant needs and propose practical solutions.

• Maintain templates, checklists, vendor details, and records of lessons learned.

• Assist with contracting and procurement requests alongside Shared Services, Finance, Legal, and program teams.

• Track contracts, procurement requests, approvals, and administrative processes until completion.

• Keep precise records and documentation.

• Aid colleagues in navigating routine administrative tasks.

• Identify opportunities to enhance administrative and logistical processes.

⛳️ Requirements

• A minimum of 5 years of experience in administrative coordination, executive support, event or meeting coordination, logistics, or a related field.

• Proven experience in supporting senior leaders with intricate calendar, travel, and expense management.

• Background in coordinating meetings, workshops, retreats, or other events involving multiple participants and logistical requirements.

• Experience in collaborating across teams and coordinating with internal service functions and external vendors.

• Experience in supporting procurement, contracting, or other administrative workflows is a plus.

• Bachelor’s degree preferred, or an equivalent combination of education and relevant professional experience.

• Outstanding organizational and time-management skills, with a keen attention to detail and follow-through.

• Strong coordination and project-management abilities.

• Capability to anticipate needs, identify potential issues, and take necessary action with minimal guidance.

• Proficiency in managing competing priorities, fluctuating schedules, and last-minute adjustments.

• Strong interpersonal skills and a service-oriented approach.

• Sound judgment and discretion in managing confidential or sensitive information.

• Excellent written and verbal communication skills.

• Ability to understand and balance the needs of various stakeholders.

• Display diplomacy, tact, and cultural sensitivity when working across different levels, functions, cultures, and regions.

• Resourceful and solutions-oriented, demonstrating good judgment on when to resolve issues independently and when to escalate.

• Proficient in Microsoft Office, Google Workspace, calendar and virtual meeting platforms, and travel and expense systems.

• Willingness and ability to learn new technologies, including AI-enabled productivity tools.

• Familiarity with expense, procurement, and contracting processes.

• Demonstrated interest in improving processes and discovering more efficient ways of working.

• Composure and effectiveness under pressure.

• Ability to work remotely during US East Coast business hours, with occasional flexibility for meetings or events across time zones.

• Willingness to travel occasionally to support meetings and convenings.

• Commitment to RTSL’s mission and values.

🏝️ Benefits

• Health insurance coverage for you and your dependents.

• Contributions towards retirement savings.

• Paid annual leave and sick leave, in addition to recognized public holidays.

• Two paid, week-long organization-wide breaks at mid-year and year-end.

• Professional development opportunities and home office setup benefits.

• Access to up-to-date computer equipment.