Position Overview

Ultimate Staffing Services is actively seeking a detail-oriented Administrative Project Coordinator to provide confidential administrative and coordination support to our client's Foundation leaders. This role is based in California and requires an individual who can ensure the effective and efficient operation of the foundation and its projects. The Project Coordinator will be responsible for managing stakeholder relationships, supporting the Fellows program, and performing a variety of advanced, multi-faceted duties that are administrative or project-based in nature. The role is a 3-6 month contract role, HYBRID role - will need to go to the Irvine location often. $30/hr.

Responsibilities

• Provide administrative support to all Foundation leaders, ensuring efficient workflow and project coordination (event planning).
• Schedule meetings, manage the Inbox and the calendars.
• Coordinate programming sessions and project flow for the Fellows program.
• Check in with students weekly to ensure they have the necessary resources for success in the fellowship program.
• Manage various stakeholder relationships and coordinate workflow and projects based on priority.
• Consolidate monthly Board and Executive Committee meeting packets and reschedule meetings as needed.
• Support travel logistics for stakeholder meetings.
• Provide weekly status reports on projects to supervisor.
• Track budgetary spend and assignment completion from start to finish.
• Draft communications, PowerPoint presentations, and other collateral for the Foundation's review.
• Provide in-person support during the Fellows program closing ceremony at the Irvine office.
• Perform other duties as assigned.

Qualifications

• Associate's Degree or equivalent combination of education and experience required.
• Three (3) or more years of related experience required.
• Understanding of Foundation Board Governance is preferred.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook) and Adobe/Nitro Pro.
• Excellent verbal and written communication skills.
• Strong planning, organizational, and prioritization skills.
• Capability to organize data and create pivot tables.
• Discretion in handling confidential company and employee information.
• Ability to draft presentations with guidance and respond to inquiries from management, team, vendors, and donors.
• Adaptability to changing work priorities and handling multiple projects concurrently.
• Demonstrated cross-cultural competencies, emotional intelligence, and relationship-building skills.

Required Work Hours

Monday through Friday, 8:00 AM - 5:00 PM

Additional Details

The ideal candidate will be proactive, reliable, and possess strong analytical and technical skills to effectively manage the responsibilities of this role.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.