Senior Project Coordinator

Own the scheduling of client on-sites, project meetings, working sessions, and recurring syncs across internal teams and external vendors, contractors, and partners, resolving conflicts and protecting the cadence that keeps work moving.

Drive meeting preparation end to end, producing agendas, pre-reads, and materials, then capturing and tracking action items so every commitment is followed through.

Coordinate multiple concurrent projects with overlapping timelines, priorities, and stakeholder groups, keeping each one organized and on track.

Build and maintain strong working relationships with internal and external stakeholders, serving as a reliable point of coordination and ensuring timely follow-up on commitments and decisions.

Own the integrity and accuracy of project management systems, ensuring deliverables remain current, visible, and aligned to project timelines, owners, and priorities.

Coordinate work within established workflows, monitor progress against milestones, and proactively flag risks, blockers, and delays to keep deliverables moving and accountability visible.

Identify opportunities to strengthen project coordination, documentation, and reporting practices while operating within established project management frameworks.

Serve as a central coordination hub for cross-functional project communication, helping route information between academic, operations, technology, and external partner teams.

Drive weekly status reporting and meeting logistics for internal and external stakeholders, keeping documentation current across all active workstreams.

Onboard vendors and contractors to project systems and expectations, and help keep external partners on pace against agreed milestones and deliverables.

Support client-facing project coordination activities, helping ensure a high-quality experience for partners while maintaining visibility into timelines, deliverables, and commitments.

This is a full-time employee position reporting to a member of ILO’s senior leadership (Principal or Director). The role sits within the Operations / Project Delivery function and is central to keeping the organization’s most complex project portfolios on track.

The requirements for this position are:

5+ years of experience in project coordination, operations, consulting, education, nonprofit, or similarly fast-paced environments, with exceptional organizational skills and a demonstrated ability to manage multiple concurrent projects, competing priorities, and deadlines with precision and follow-through.

Experience in maintaining and keeping current large trackers (hundreds to thousands of items) across diverse internal and external stakeholders.

Comfort and proficiency with project and productivity tools (e.g., Monday.com, Asana, Smartsheet, Notion) and calendar/email platforms (Google Workspace or Microsoft 365), as a confident day-to-day user who keeps information accurate and current.

Strong written and verbal communication skills, with the confidence to interface with vendors, contractors, and senior institutional stakeholders.

Strong judgment and problem-solving skills, with the ability to anticipate challenges and proactively drive solutions.

Ability to synthesize information from multiple sources and communicate status, risks, and next steps clearly to leadership.

Ability to operate independently, manage complex stakeholder dynamics, and deliver high-quality work with minimal oversight.

Unwavering discretion and professionalism when handling sensitive information.