Job Description

Special Assistant / Family Office + Philanthropy

We are seeking a Coordinator to provide administrative and project support for a senior member of the Team. The ideal candidate has outstanding communication and interpersonal skills, is agile, discreet and able to work independently and collaboratively across internal teams and external stakeholders. The successful candidate will ensure that the principal and team are operating at a high level, by exercising an exacting attention to detail that fosters optimal information sharing, smooth workflow, and follow through. They will be working on complex project coordination across teams and managing administrative and scheduling duties for the Senior Team Member with equal rigor and energy.

Key Responsibilities

• Manage senior team members’ calendars, including scheduling meetings, coordinating logistics, anticipating needs, and adjusting priorities as necessary
• Provide daily administrative and operational support, ensuring alignment with priorities, preparedness for meetings, and timely follow-up on action items and deliverables
• Track projects, deadlines, and next steps to ensure work remains on schedule and objectives are met
• Collaborate closely with team coordinators and the Chief of Staff to support seamless execution across the broader management team
• Support and contribute to cross-functional projects, adapting to shifting priorities and program needs
• Draft and prepare communications, briefings, presentations, reports, and analyses with strong attention to detail and accuracy
• Assist with board engagement efforts, including preparing and compiling board materials
• Partner with the Events team to support high-level meetings, events, and convenings
• Maintain and update internal data, reports, and project trackers for team coordination
• Organize and manage digital files and records, ensuring accessible and well-structured documentation systems
• Serve as a point of contact for internal and external inquiries, routing requests appropriately and ensuring timely responses
• Process and manage expense reports for senior team members
• Coordinate travel arrangements, including flights, accommodations, and ground transportation

Qualifications

• Bachelor’s degree required
• Minimum of 4 years of experience in project coordination or management, with a strong focus on timeline and deliverable tracking
• Exceptional organizational and multitasking abilities, with strong judgment in prioritizing competing demands
• Strong interpersonal skills and a collaborative working style
• Proactive, resourceful, and solutions-oriented mindset with a commitment to high-quality service
• Excellent written and verbal communication skills
• Ability to handle confidential information with discretion and professionalism
• Comfortable working in a fast-paced, dynamic environment
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Adobe Acrobat, and Salesforce
• Experience working with data, reporting, and operational tools; strong technical aptitude is a plus

$80,000 - $110,000 base

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