Operations Project Coordinator

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  Operational Organization: Meticulous attention to detail with the ability to manage multiple projects, timelines, dashboards, and administrative priorities simultaneously while maintaining structure and clarity.
• Executive Partnership: Strong ability to prioritize competing demands, manage complex calendars, prepare leadership materials, and anticipate needs to keep the VP of Library Operations focused on high-impact work.
• Project Coordination: Skilled at sequencing tasks, tracking milestones, maintaining project plans, and driving consistent follow-through to ensure operational initiatives stay on schedule.
• Proactive Problem-Solving: A forward-thinking mindset that anticipates bottlenecks, identifies gaps in processes, and develops practical solutions before issues escalate.
• Clear & Professional Communication: Exceptional written and verbal communication skills to draft internal updates, facilitate meetings, document key outcomes, and support cross-functional alignment.
• Adaptability & Accountability: Thrives in a fast-moving, evolving environment, remains steady under pressure, and takes ownership to ensure priorities are executed with precision.

Executive Support

• Partner directly with the VP of Library Operations to prioritize time, manage calendars, and keep daily logistics running smoothly
• Coordinate logistics for meetings, travel, and internal/external engagements
• Draft internal communications, prepare reports and slide decks, and organize briefing materials for leadership and board use
• Track action items and follow-ups, ensuring nothing falls through the cracks

Project & Operations Coordination

• Maintain project trackers, schedules, and shared dashboards for operational priorities
• Schedule and coordinate cross-functional meetings, prepare agendas, and document key outcomes
• Support execution of projects such as FF&E installation, equipment procurement, signage, and vendor onboarding
• Assist in creating repeatable workflows and standard operating procedures across the team

Team Support & Follow-Through

• Keep the operations team aligned on priorities, deadlines, and open tasks
• Organize and maintain shared files, templates, and documentation
• Track and reconcile receipts, credit card charges, and expenses in collaboration with Finance

• Support onboarding of new hires, vendors, and systems
• Book travel, coordinate accommodations, and manage itineraries for staff and partners
• Provide general administrative support across operations and other departments as needed

• Bachelor’s degree in project management, business administration, ora related field preferred.
• 3–5 years in executive support, project coordination, or operations/logistics
• Proven ability to stay organized and prioritize in a fast-moving, multi-project environment
• Strong written and verbal communication skills
• Proficiency with Microsoft Office, Google Workspace, and project/task tools (e.g., Asana, Smartsheet, Trello)
• Ability to work with discretion and professionalism
• Comfortable in a high-autonomy environment