Project Coordinator

Exceptional Dental; Los Angeles (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Exceptional Dental is seeking an Administrative Assistant & Project Manager to serve as the operational backbone of our organization. You will coordinate cross-functional initiatives, manage calendars, and ensure day-to-day operations run smoothly while supporting leadership and funder communications.

The role combines project management with administrative excellence in a healthcare-focused environment, requiring attention to detail, collaboration across teams, and a commitment to serving

Qualifications

• Bachelor's degree or equivalent education/experience.
• 3–5 years in admin support, project coordination, or PM roles.
• Detail-oriented with accurate, error-free work.
• Ability to manage multiple projects and meet deadlines.
• Proficient in MS Office and Google Workspace.
• Experience with PM software (Asana, Monday.com, Smartsheet, MS Project).
• Strong written and verbal communication.
• Excellent organizational and time-management skills.
• Commitment to health equity and serving vulnerable populations.

Responsibilities

• Plan, coordinate, and execute organizational projects from conception through completion.
• Develop detailed project plans, timelines, and tracking systems.
• Monitor progress, identify risks, and implement solutions.
• Coordinate cross-departmental meetings and stakeholder communications.
• Prepare status reports, presentations, and documentation for leadership and funder partners.
• Support grant-funded initiatives by tracking deliverables and compliance.
• Provide high-level administrative support to executive leadership.
• Manage office operations, including supply ordering and vendor relationships.
• Coordinate internal and external meetings with logistics and minutes.
• Maintain filing systems for contracts, reports, and policies.
• Process invoices, expense reports, and reimbursements with accuracy.
• Coordinate travel arrangements and logistics for staff.

Skills

Attention to detail

Project coordination

MS Office Suite

Google Workspace

Communication skills

Organizational skills

Independent & collaborative

Health equity mindset

Education

Bachelor's degree in Business Administration / Public Health / Project Management

Tools

Asana

Monday.com

Smartsheet

Microsoft Project

Job description

We are a mission-driven healthcare organization dedicated to improving health outcomes for vulnerable and underserved populations. Our work focuses on addressing the social determinants of health—the conditions in which people are born, grow, live, work, and age. We believe that factors like housing, food security, economic stability, education, and community support are fundamental to achieving health equity.

We seek passionate individuals who share our commitment to social justice and believe that everyone deserves access to quality healthcare and the opportunity to thrive. If you're detail-oriented, highly organized, and motivated by meaningful work that creates lasting change, we want to hear from you.

Position Overview

We are seeking an Administrative Assistant & Project Manager who will serve as the operational backbone of our organization. This dual-role position requires someone who excels at both managing complex projects and ensuring smooth day-to-day operations. You will coordinate cross-functional initiatives, maintain organizational systems, support leadership, and ensure that all administrative details are handled with precision and care. Your work will directly enable our team to focus on our mission of improving health outcomes for the communities we serve.

Key Responsibilities:

Project Management

• Plan, coordinate, and execute organizational projects from conception through completion, ensuring deliverables are met on time and within scope
• Develop detailed project plans, timelines, and tracking systems using project management tools (e.g., Asana, Monday.com, Smartsheet, or Microsoft Project)
• Monitor project progress, identify risks and bottlenecks, and implement solutions to keep initiatives on track
• Coordinate cross-departmental meetings, facilitate communication between stakeholders, and ensure alignment on project goals
• Prepare status reports, presentations, and documentation for leadership and funding partners Support grant-funded initiatives by tracking deliverables, managing timelines, and maintaining compliance with funder requirements

Administrative Operations

• Provide high-level administrative support to executive leadership, including calendar management, meeting coordination, and correspondence
• Manage office operations, including supply ordering, vendor relationships, equipment maintenance, and workspace organization
• Coordinate internal and external meetings, including logistics, agenda preparation, minute-taking, and follow-up action items
• Maintain organized filing systems (both physical and digital) for contracts, reports, policies, and organizational records
• Process invoices, expense reports, and reimbursements with meticulous attention to accuracy and compliance
• Coordinate travel arrangements and logistics for staff and leadership team members

Required Qualifications

• Bachelor's degree in Business Administration, Public Health, Project Management, or related field, OR equivalent combination of education and experience
• 3-5 years of experience in administrative support, project coordination, or project management roles
• Demonstrated excellence in attention to detail with a track record of producing accurate, error-free work
• Proven project management experience with ability to manage multiple projects simultaneously and meet deadlines
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace
• Experience with project management software (e.g., Asana, Monday.com, Smartsheet, Microsoft Project, or similar tools)
• Exceptional written and verbal communication skills with ability to communicate effectively with diverse stakeholders
• Strong organizational skills with ability to prioritize tasks, manage time effectively, and maintain composure under pressure
• Demonstrated commitment to health equity and passion for serving vulnerable populations Ability to work independently with minimal supervision while also being an collaborative team player