Project Coordinator

Whspinstitute; Northern (KY); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Meaningful impact in women's sports

Ownership of projects and processes

Direct partnership with senior leaders

Professional growth opportunities

Interaction with athletes and thought‑

Competitive salary and comprehensive

Job summary

WHSP Institute in Brighton, MA is seeking a Project Coordinator to build and improve processes and tools that support daily operations. This hands-on role offers ownership to shape how relationships and information are organized, optimize workflows, and deliver projects from idea to completion while supporting the Managing Director and Director of Outreach & Education as the Institute grows.

The ideal candidate has a background in project management, operations or communications and hands-on

Qualifications

• Five or more years of experience in project management, operations or communications.
• Hands-on experience configuring or customizing a CRM to fit a team's workflow.
• Track record of owning and completing projects independently.
• Strong proficiency in standard office productivity and scheduling software.
• Sound professional judgment and discretion handling confidential information.

Responsibilities

• Own discrete projects end-to-end from scoping through execution and completion.
• Lead evaluation and rollout of core Institute tools including CRM and project tracking.
• Identify opportunities to streamline and automate processes and create SOPs.
• Serve as day-to-day point person for operational tools and governance.
• Provide logistical and administrative support to Institute leadership.
• Coordinate internal and external Institute and partner activities and events.
• Manage office administration, facilities, vendor relationships and insurance tasks.
• Support new hire onboarding and team meeting logistics.
• Assist Board meeting logistics in coordination with leadership.
• Take on delegated tasks and adapt to evolving priorities.

Skills

Project management

CRM configuration

Organizational skills

Written and verbal communication

Proactive, self-directed work style

Tools

Salesforce

HubSpot

monday.com

Asana

Job description

The Women's Health, Sports & Performance Institute is dedicated to improving the health, performance and long‑term well‑being of female athletes. We believe that optimal health and optimal performance go hand in hand. Our mission is to inspire, empower, educate and convene researchers, clinicians and the broader sports community to advance our understanding of female athlete health and performance.

As a growing, mission‑driven organization, WHSP turns research‑backed insights into practical knowledge that athletes, coaches, athletic trainers, clinicians, parents and sports organizations can use to improve health and performance. The Institute houses a state‑of‑the‑art physiology laboratory, a high‑performance gym with 3D biomechanical analysis capabilities, a research‑grade metabolic kitchen and dedicated research space, and partners with leading universities, sports organizations and governing bodies to deliver peer‑reviewed science, clinician education and field‑shaping best practices.

Position Overview

The Project Coordinator is a hands‑on operational role responsible for building, running and improving the processes and tools that support WHSP Institute's day‑to‑day work. This is a role for someone who wants real ownership: standing up new ways of organizing relationships and information, streamlining and automating processes and seeing projects through from idea to completion, while also serving as a dependable go‑to resource for the Managing Director and Director of Outreach & Education as the Institute grows.

The ideal candidate brings a background in project management, operations or communications, paired with hands‑on comfort customizing and configuring the tools a small team relies on day to day (for example, a CRM platform). We are especially interested in candidates with personal alignment to WHSP's mission - for example, through their own experience as an athlete or competitor, or through other direct involvement in the women's sports community.

This is a full‑time, on‑site position at WHSP Institute headquarters in Brighton, MA.

Key Responsibilities

Project & Process Ownership

• Own discrete projects end‑to‑end, from scoping through execution and completion, as assigned by the Managing Director or Director of Outreach & Education
• Lead the evaluation, selection and rollout of core Institute tools - including a CRM/contact management platform, project tracking tools, and communications tools - customizing and configuring them to fit how the team actually works
• Identify opportunities to streamline and automate repetitive or manual processes, and build the documentation, protocols and standard operating procedures that let others use them independently
• Serve as the Institute's day‑to‑day point person for its operational tools, ensuring they stay current, well‑organized and useful as the organization grows

Operational & Logistical Support

• Provide logistical and administrative support to Institute leadership, including travel coordination, meeting scheduling, expense processing and event logistics
• Coordinate internal and external Institute and partner activities and events
• Manage general office administration, facilities coordination and vendor relationships, including contracts and insurance‑related administrative tasks
• Support new hire onboarding, team meeting logistics and other organizational coordination functions
• Support Board meeting logistics and preparation in coordination with the Managing Director

Flexible Execution

• Take on a range of delegated tasks from the Managing Director and Director of Outreach & Education as organizational priorities evolve
• Adapt to shifting needs across departments, applying sound judgment about what to prioritize and when to elevate

Required Qualifications & Characteristics

• Five or more years of experience in project management, operations or communications in a professional environment
• Hands‑on experience configuring or customizing a CRM or similar platform (e.g., Salesforce, HubSpot, monday.com, Asana) to fit a team's workflow - able to speak concretely to a process you streamlined, automated or built from the ground up
• Track record of owning and completing projects independently, from planning through execution
• Strong proficiency in standard office productivity and scheduling software; comfort learning new tools quickly
• Exceptional organizational skills, attention to detail and consistent follow‑through on commitments
• Sound professional judgment and discretion in handling sensitive or confidential information
• Strong written and verbal communication skills
• Proactive, self‑directed work style with the ability to manage competing priorities, take direction from multiple leaders and anticipate organizational needs
• Commitment to the mission of advancing female athlete health and performance

Preferred Qualifications

• Experience as a competitive or elite athlete, while not required, would be highly valuable, as would other direct experience in or connection to the women's sports community
• Experience in an academic medicine, research, healthcare or mission‑driven nonprofit environment
• Experience coordinating events, conferences or major organizational programs
• HR, contracts, payroll, or vendor/insurance administration experience
• Familiarity with data privacy and compliance requirements relevant to healthcare or research settings

What We Offer

• Opportunity to make a meaningful impact in women's sports and health
• Real ownership of projects and processes from the ground up
• Direct partnership with senior leadership in a growing organization
• Opportunity for personal and professional growth as the organization expands
• Interaction with athletes, coaches and thought leaders across women's sports
• Competitive salary and comprehensive benefits package

WHSP Institute is an equal opportunity employer. WHSP Institute provides equal employment opportunities to all employees and applicants for employment regardless of race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing or military service.