Project Coordinator

Ipas; United States; Remote; USD 65,000 - 85,000; Full time

Job summary

Ipas seeks a Project Coordinator to support the Senior Leadership Team with calendar, travel, expense reporting, and board-related tasks. The role blends administrative duties with project support across financial processes and reporting, working in a remote-capable environment across US time zones and international locations.

Reporting to the CEO, you’ll ensure confidentiality, coordinate domestic and international travel, and help prepare budgets and materials for senior executives, while

Qualifications

• Bachelor’s degree in related field.
• 5-7 years of planning, administration support and logistics.
• 2-3 years of project support including budgeting and expense management.
• Ability to manage multiple priorities from senior leaders.
• Excellent verbal and written English communication.
• Willingness to travel up to 10% and adapt to time zones.

Responsibilities

• Provides broad administrative support to the US Senior Leadership Team (CEO, CFO, COO).
• Schedules meetings, coordinates travel, and manages calendar logistics.
• Supports budget development, monitoring, and expense processing.
• Maintains SharePoint and electronic document storage for the SLT.
• Summarizes information and prepares reports for SLT review.
• Coordinates high level projects and confidential inquiries for the SLT.

Skills

Administrative support

Calendar management

Budgeting experience

Travel coordination

English communication

Cross-cultural awareness

Education

Bachelor’s degree in related field

Tools

Zoom

Microsoft Teams

PowerPoint

Outlook

Excel

SharePoint

Job description

This position may work remotely from any of the following US states: AZ, CA, CO, DC, FL, GA, IL, MD, MA, MI, NJ, NY, NC, PA, SC, TX, VA, WA. Additionally, the position may work remotely from any of the following countries outside of the US: Bangladesh, Bolivia, Canada, Democratic Republic of the Congo, Cote d’Ivoire, Ethiopia, Indonesia, Kenya/Alliance locations, Malawi, Mexico, Mozambique, Nepal, Nigeria, Pakistan, South Africa, and Zambia.

Hiring range for a US-based candidate is $65,000 to $85,000 annually. Compensation for this position will be determined on the prevailing market rate in the employee’s country and the applicable statutory laws, in addition to Ipas’s own pay philosophy and other factors, such as the employee’s experience level and expertise.

Reporting to the CEO, the Project Coordinator provides support to the Senior Leadership Team. Responsibilities supporting Ipas’s President & CEO include but are not limited to, scheduling, expense reporting, and support with board of directors’ meetings. In addition, the Project Coordinator will provide project support to the CFO and COO. This position is a combination of administrative and project support for a range of activities that will likely change depending on the needs of the organization. Therefore, the incumbent must be flexible, knowledgeable of Ipas systems and processes, and be able to manage multiple needs and urgent priorities while maintaining confidentiality.

Summary of Responsibilities

Administrative Support

• Provides broad administrative support, including scheduling and coordinating meetings, and travel planning for the Ipas-US Senior Leadership Team (CEO, CFO, COO) .
• Coordinates relevant meetings and preparations to include calendar invites, agenda, room set up (virtual or in-person), interpretation, and technology needs, including electronic conferencing tools.
• Supports budget development, monitoring, and expense processing, and tracks spending for activities for the Office of the President.
• Supports administrative and financial tasks for the US SLT team.
• Coordinates domestic and international travel arrangements for senior staff and board members, and Board meeting hotel and event needs (meals, meeting space, transportation, etc.)
• Coordinate State registration and support the CFO and CEO with completing annual applications.
• Maintains the US SLT team’s SharePoint site (Luna) and organizes electronic document storage.

Project Responsibilities

• Summarizes, prioritizes, and researches information into a concise and usable format for the SLT to review
• Creates or directs creation of reports, budgets, and contract processing materials for SLT
• Coordinates high level projects and responds to or routes priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of the SLT.

Minimum Requirements

• Bachelor’s degree in related field.
• 5-7 years of relevant work experience in planning, administration support and logistics
• 2-3 years of project support experience including support for budgeting, expense management and financial procedures.
• Ability to process multiple priorities from multiple senior leaders timely and effectively
• Effective cultural awareness as indicated by the ability to work in a diverse and dynamic environment with people from diverse backgrounds
• Strong technical expertise in Zoom, Microsoft Teams, PowerPoint, Outlook, and calendar management
• Strong working knowledge of Microsoft Office Suite, particularly Excel
• Demonstrated analytical and problem-solving skills
• Excellent verbal and written communication skills in English
• Attention to detail, quality, and ability to follow-up and follow-through
• Ability to work both independently and collaboratively, as needed
• Ability to work autonomously with general direction, clear targets, and limited supervision.
• Ability to professionally and confidentially interface with all levels of the organization and leadership
• Ability to have a flexible schedule to accommodate senior leaders in different time zones
• Commitment to reproductive justice
• Ability to travel up to 10%

Preferred Qualifications

• Certification in Project Management
• Experience managing grants, funds, and/or budgets.
• Anticipates and responds to needs of each member of SLT
• Ability to coordinate with multiple stakeholders and competing priorities while being sensitive to time and budget constraints.
• Fluency in other languages (Spanish, French, Portuguese or others)

Working environment

Remote work; travel up to 10%

Ipas is strongly committed to providing a work environment that is free from all forms of harassment, discrimination, and inequity. We recruit, employ, train, promote, and compensate our personnel without regard to race, age, sex, religion, national origin, color, creed, ancestry, citizenship, caste, ethnicity, regional identity, tribal identity, marital status, veteran status, disability, genetic information, gender identity, transgender status, sexual orientation, or any other personal characteristic protected by law or outlined by Ipas policy. Ipas acknowledges that these personal characteristics may differ in different contexts.