Project & Operations Coordinator

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

📋 Description

• Facilitate both internal and external meetings (including project partners, consultants, contractors, funders, and other external stakeholders), which encompasses scheduling, creating agendas, taking notes, documenting action items, and managing follow-up communications.

• Monitor project timelines, deliverables, reporting deadlines, outreach goals, and recurring priorities to ensure timely execution across various initiatives.

• Assist in the creation, maintenance, and distribution of progress reports, meeting materials, and other resources for internal and external use.

• Aid in the development and coordination of outreach campaigns, presentations, and communication materials.

• Oversee organizational calendars, planning systems, submission tracking, and documentation for grants and projects.

• Support special projects and cross-functional initiatives as the organization's priorities change.

• Manage support email inquiries and daily operational coordination throughout the organization.

• Facilitate contract execution processes, which include reviewing documents, obtaining signatures, and ensuring administrative follow-through.

• Coordinate staff travel expense processing, reimbursements, and receipt management.

• Track organizational subscriptions, software tools, shared accounts, password management systems, two-factor authentication processes, and ongoing operational expenses.

• Assist in board and leadership administration by preparing materials, scheduling, and coordinating logistics.

• Identify and help address gaps in administrative and operational processes to enhance organizational continuity and efficiency.

• Maintain systems for tracking projects, contracts, outreach, and operational activities, including spreadsheets, records, and reporting tools.

• Organize and manage shared Google Drive systems, templates, files, and operational resources.

• Develop, document, and uphold internal operational policies, procedures, and workflow standards.

• Propose and implement workflow and process enhancements to improve organizational efficiency, consistency, and collaboration.

⛳️ Requirements

• 2–4 years of experience in operations coordination, administrative support, project coordination, project management, or communications.

• Strong technical skills with Google Workspace, spreadsheets, Slack, Zoom, and similar collaboration tools.

• Excellent organizational skills coupled with a keen attention to detail.

• Proven honesty and integrity in professional settings.

• Proactive with exceptional written communication skills.

• Self-motivated individual with strong follow-through and problem-solving capabilities.

🏝️ Benefits

• Competitive health benefits

• Paid holidays

• Paid vacation and sick leave

• 401k with up to 5% employer match contribution

• Flexible schedule and remote work arrangements