Executive Project Coordinator

Location: Middletown, NY

Salary: $75,000 Annually

Hours: Monday-Friday 8:00AM-4:30PM (40hrs)

Employment Type: Exempt

Percent of Travel:

Reports to: President & CEO

OVERVIEW OF PRIMARY RESPONSIBILITES :

The Executive Project Coordinator is critical in ensuring the smooth execution and follow-up of strategic and operational projects across the organization. The Executive Project Coordinator will serve as the central point of contact for tracking initiatives, monitoring deadlines, and coordinating project updates from senior staff and department leads.

PRIMARY FUNCTIONS :

• Project Tracking & Coordination:
• Monitor progress of key organizational initiatives and strategic projects.
• Create and maintain centralized project dashboards and tracking systems.
• Ensure timely submission of project updates and deliverables from staff.
• Identify bottlenecks and help remove barriers to progress.
• Staff Liaison & Communication:
• Serve as a liaison between the CEO and staff to facilitate efficient flow of information and accountability.
• Schedule and lead regular check-ins with project leads to gather status reports.
• Draft summaries, action items, and next steps following project meetings.
• Executive Support:
• Provide high-level administrative support to the CEO related to project oversight.
• Prepare briefing materials, reports, and presentation decks for internal and external meetings.
• Help manage CEOs time by prioritizing and following up on critical items requiring attention.
• Documentation & Reporting:
• Maintain well-organized records of projects, timelines, and communications.
• Assist in the preparation of board updates, leadership team reviews, and other executive-level communications.
• Track outcomes and ensure alignment with strategic goals (including RECIPE priorities).

ADDITIONAL FUNCTIONAL / ORGANIZATIONAL SUPPORT:

• Board meeting minutes

QUALIFICATIONS AND ATTRIBUTES :

• Experience supporting executive leadership in a dynamic environment.
• A collaborative, service-oriented mindset with a commitment to mission.
• Familiarity with strategic planning processes and nonprofit operations.
• Strong organizational and time-management skills with ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficient in project management tools (e.g., Asana, Trello, Monday.com, or MS Project) and Microsoft Office Suite.
• Comfortable working independently, exercising sound judgment, and handling sensitive information with discretion.

EDUCATION AND EXPERIENCE :

• Bachelors degree in business, nonprofit management, public administration, or related field. Masters degree preferred.
• 3+ years of experience in project coordination, executive support, or operationsideally in a nonprofit or mission-driven organization.

PHYSICAL CHARACTERISTICS: These physical demands are representative of the physical requirements necessary for an employee to perform the job's essential functions successfully. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the position, which are reviewed in each case.

• Able to work in open space floor plan
• Capable of sitting in front of a computer for long periods of time
• Must be capable to move throughout work day
• Occasional lifting of > _ 25+ pounds

EEO Employer