Project Coordinator (HIRED)
The Lee Institute, a nonprofit, strengthens organizations, empowers leaders and engages citizens so they can build great communities. The Lee Institute is a division of the Lynnwood Foundation, a 501c3, which also preserves and protects the historic landmark, The Duke Mansion.
This administrative support position will report to the Managing Director of The Lee Institute and will be an integral part of a close-knit professional consulting and facilitation team, supporting two additional Directors and the President of the organization’s Lee-focused project work.
This position requires a flexible, extremely detail-oriented person with exceptional organizational skills and an ability to manage numerous projects concurrently.
Responsibilities and duties include:
• Tracks new and prospective business and contracts.
• Coordinates project intake and closeout processes.
• Manages database client contact information.
• Works with the accounting department to track client payments, contracts and expenses.
• Schedules, prepares and handles logistics for meetings, including creating and mailing meeting reminders and materials, tracking attendance, room preparation, coordinating meals and refreshments, document creation, name tags, etc.
• Assists with creating presentations (PowerPoint) for all Lee team members.
• Provides administrative support (scheduling, meeting summaries, agendas, facilitation materials) for client projects and events.
• Maintains records and general filing system.
• Monitors and orders office supplies as needed.
• Photocopies, collates, mails materials, etc.
• Proof-reads printed materials for staff prior to client delivery.
• Serves as primary telephone contact and primary contact for in-person visitors.
• Assists with writing proposals and reports for consulting projects.
• Interface with nonprofit and public sector leaders in person, on the telephone and electronically to support project needs.
• Prepares agendas, team calendar and project updates for weekly internal Lee staff meetings.
• Manages mail system (incoming and outgoing) and processes mail and packages.
• Works on other Lee Institute, Duke Mansion and Lynnwood Foundation projects as assigned.
• Manages and supports workflow for the American Leadership Forum (ALF), including but not limited to; works with the accounting department to track invoicing and client payments, schedules, prepares and handles logistics for meetings and events, including creating and mailing meeting reminders and materials, tracking attendance, room preparation, coordinating meals and refreshments, document creation, name tags, etc., attends various sessions to take pictures, help with room setup, etc. and manages the Senior Fellow database, social media, communications and website updates
• Undergraduate degree or equivalent experience in a professional office setting.
• Extremely detail-oriented.
• Strong written and verbal communication skills.
• Extensive knowledge of Word, Excel, Publisher and PowerPoint.
• Experience with SurveyMonkey, MailChimp or similar web-based tools used to capture evaluations or distribute communications.
• Graphic design software experience desired.
• Warm, collegial demeanor, friendly and optimistic personality.
• Excellent, polished interpersonal skills.
• Ability to thrive in a team environment and be supportive of multiple colleagues working on numerous projects with overlapping deadlines.
• Ability to be flexible and re-prioritize work quickly based on needs of the Directors or President.
• Ability to communicate/collaborate with diverse community groups and individuals.
• Ability to juggle multiple concurrent projects.
• Self-starter, able to work with minimal supervision.
• Based upon experience.
• This full-time position is eligible for health insurance, paid vacation and sick leave and retirement benefits.