Administrative Project Coordinator

Department: Administration

FLSA Status: Salary Exempt

Reports to: Founder & CEO

Supervises: N/A

Revision Date: June 2026

Position Summary

The Administrative Project Coordinator is primarily responsible for proactively supporting Third Sights’ operations and disability-focused projects by bridging the gap between project execution and administrative operations. This position ensures projects run efficiently, are well-planned, documented, and supported by managing essential administrative tasks, and maintaining alignment between teams, (both internally and externally). The Administrative Project Coordinator responsibilities include but not limited general administrative tasks, project planning and governance, tracking and reporting, meeting, and event coordination, maintaining project documentation, supporting ad- hoc cross functional initiatives, and creating or updating operational processes.

Essential Duties and Responsibilities

• • Provides executive level administrative support to include but not limited to creating and maintaining documents, reports, presentations, tracking expenses and travel coordination).
  • Coordinates and schedules meetings, prepares related communications, and manages project logistics.
  • Tracks project timelines, deliverables, collaborates and follow-ups cross functionally with project teams.
  • Maintains and updates organizational records (i.e., files, invoices, tracking logs, dashboards) utilizing related administrative systems and tools.
  • Supports research, reporting, and grant-related activities to include but limited to communicating and interacting with partners and generating client materials.
  • Assists with events, participant coordination, and related onboarding activities.
  • Prepares informational data for reports and presentations while ensuring confidentiality and proper data management and governance.
  • Supports ad-hoc special projects or cross functional operational initiatives when needed.

Qualifications, Knowledge, and Skills Required

• • At least a high school diploma or equivalent, and five (5) + years of relevant experience; (project coordination, administrative support, or related fields)
  • Bachelor’s degree with two (2)-three (3) years’ experience as high-level assistant/office coordinator or equivalent preferred.
  • Any experience working with or support grant proposals a plus.
  • Proficiency in MS Office (Excel, Word, PowerPoint), Adobe, and Google Workspace
  • Familiarity with tools like Dropbox, Mailchimp, Calendly, or similar and any project management tools
  • Experience with scheduling, logistics, and administrative support
  • Strong communication, writing, and editing skills.
  • Excellent organization, time management, and keen attention to detail.
  • Must be a self-starter and problem solver with the ability to manage multiple projects and competing priorities.
  • Ability to work both independently and in a collaborative work environment.
  • Able to work a flexible schedule with the normal demands of a hybrid remote/virtual office work environment.
  • Ability to work on computers for prolonged periods and comfortable communicating with individuals by phone, email, or in-person or via video conferencing technologies.
  • Ability to travel up to 10% to support operational needs.
  • Interest or experience in disability inclusion preferred.

The above statements are intended to describe the generate nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties, as necessary. In addition, reasonable accommodation may be made to enable individuals with disabilities to perform essential function of this position.