Project Coordinator, People Team

Gates Foundation; Seattle (WA); On-site; USD 65,000 - 90,000; Full time

Job summary

Gates Foundation in Seattle is seeking a Project Coordinator to support three Directors by coordinating projects, communications, and admin tasks. The role demands strong organization, judgment, and the ability to manage multiple priorities with diverse stakeholders.

You will handle knowledge-management activities, calendar and travel logistics, contract support (SOWs, invoicing), meeting preparation, and team engagement activities to keep initiatives aligned and on schedule.

Qualifications

• Practical knowledge synthesizing information from multiple sources while coordinating with stakeholders.
• Ability to keep tasks and projects on time and within budget.
• Sound and timely decision-making based on project timelines.
• Ability to set priorities and meet deadlines while balancing portfolio and team needs.
• Experience supporting projects, programs, operational initiatives, or business processes.
• Experience defining, planning, scoping, and coordinating multiple projects simultaneously.
• Experience with complex calendaring, meeting coordination, event planning, and occasional travel logistics.
• Demonstrated ability to collaborate across teams, functions, and portfolios.
• Strong organizational, communication, and relationship-management skills.
• Experience supporting contracts, Statements of Work, invoicing, contract extensions, amendments.

Responsibilities

• Maintain SharePoint content, policies, process documentation, and knowledge-base resources.
• Support documentation and communications to keep information organized and up to date.
• Serve as a communications point of contact and coordinate information sharing across teams.
• Partner with Legal, IT, and other internal teams to gather feedback and support initiatives.
• Support business contracts, including drafting Statements of Work (SOWs) and invoicing, contract extensions, and amendments.
• Coordinate complex meetings and presentations, including scheduling, logistics, notes, facilitation, and follow-up.
• Assist with planning team engagement activities, all-hands meetings, team-building events, and communities of practice.
• Support an inclusive team culture and raise issues to the appropriate partners.
• Manage complex calendars balancing priorities, cross-geography considerations, and stakeholder needs.
• Coordinate occasional travel arrangements and related logistics.
• Prepare and submit work-related expenses in accordance with Foundation policies.
• Support multiple projects and initiatives with timelines, priorities, budgets, and deliverables.

Skills

Stakeholder management

Calendaring

Meeting coordination

Knowledge management

Communication

Travel logistics

Tools

SharePoint

Job description

The Project Coordinator will support three Directors by providing coordination across projects, communications, operational activities, and administrative functions. This role requires strong organizational skills, sound judgment, and the ability to manage multiple priorities while working effectively with a variety of stakeholders.

The successful candidate will support knowledge-management activities, coordinate cross-functional communications, assist with business support contracts, organize meetings and events, and provide calendar, travel, and expense support. This individual will play an important role in helping the team stay organized, informed, and aligned across key initiatives.

What You'll Do

• Maintain SharePoint content, people operations policies, process documentation, and knowledge-base resources.
• Support documentation and communications to ensure information remains organized, accessible, and up to date.
• Serve as a communications point of contact and coordinate information sharing across multiple teams and functions.
• Partner with stakeholders, including Legal, IT, and other internal teams, to gather feedback and support ongoing initiatives.
• Support business support contracts, including drafting Statements of Work (SOWs) and assisting with invoicing, contract extensions, and amendments.
• Coordinate complex meetings and presentations, including scheduling, participant logistics, material preparation and distribution, note-taking, facilitation support, and follow-up on action items.
• Assist with planning and executing team engagement activities, all-hands meetings, team-building events, volunteer initiatives, communities of practice, and other programs.
• Support an inclusive team culture and raise issues to the appropriate partners when needed.
• Manage complex calendars while balancing competing priorities, cross-geography considerations, individual availability, and stakeholder needs.
• Coordinate occasional travel arrangements and related logistics.
• Prepare and submit work-related expenses in a timely manner and in accordance with Foundation policies and guidelines.
• Support multiple projects and initiatives while maintaining timelines, priorities, budgets, and deliverables.

Your Experience

• Practical knowledge of synthesizing information from multiple sources while managing different stakeholders, priorities, and working styles.
• Ability to keep tasks and projects on time and within budget.
• Sound and timely decision-making based on established project timelines.
• Ability to set priorities and meet deadlines while balancing portfolio and team needs.
• Experience supporting projects, programs, operational initiatives, or business processes.
• Experience defining, planning, scoping, and coordinating multiple projects simultaneously.
• Experience with complex calendaring, meeting coordination, event planning, and occasional travel logistics.
• Demonstrated ability to collaborate effectively across teams, functions, and portfolios.
• Strong organizational, communication, and relationship-management skills.
• Experience with SharePoint, documentation management, knowledge bases, or similar knowledge-management tools.
• Experience supporting contracts, Statements of Work, invoicing, contract extensions, amendments, or related business operations activities.