Executive and Organizational Coordinator

The Project of the Quad Cities • Moline, IL

1d • Hybrid

About The Position

The Executive and Organizational Coordinator helps The Project keep its agency organized, informed, and on track. Reporting directly to the President & CEO, this non-supervisory role works across departments to coordinate deadlines, track projects, improve processes, support HR administration, and keep executive and board activities running smoothly. The position focuses on building systems, connecting information, following through, and helping the organization work effectively.

The position is full-time, 40 hours per week, and based in Moline, Illinois. It has a flexible hybrid arrangement with opportunities to work remotely and a requirement for regular in-office attendance. In-person attendance is required for meetings, collaboration, trainings, and other organizational needs. Occasional evening hours are required for board meetings.

The role has access to confidential information, including personnel records, compensation and benefits data, leave and accommodation records, board materials, legal matters, and protected health information. The employee must access, use, or disclose only the minimum information necessary to perform the role and must keep confidential information secure during and after employment.

Compensation ranges from $22.40 to $24.64 per hour, with starting pay determined by relevant experience beyond the three-year minimum. Candidates proficient in a relevant second language receive an additional 2.5%.

Requirements

• At least three years of relevant experience in administrative coordination, executive support, project coordination, operations, or a related role.
• Ability to manage multiple projects, deadlines, and competing priorities with strong attention to detail and consistent follow-through.
• Strong organizational skills, including the ability to develop and maintain tracking systems, workflows, and records.
• Ability to take initiative, follow up independently on commitments, and hold others accountable to deadlines, including directors and senior staff, while maintaining positive working relationships.
• Resourceful problem-solving skills, including identifying issues, exploring solutions independently, and recognizing when to seek guidance or escalate concerns.
• Clear, professional written and verbal communication skills, including drafting correspondence, summarizing information, and communicating across all levels of the organization.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Strong proficiency with Microsoft 365 applications, including Outlook, Word, Excel, Teams, SharePoint, and Forms, and ability to learn new systems.

Nice To Haves

• Experience supporting an executive, senior leadership team, or board of directors.
• Experience with HR administration, personnel records, or benefits coordination, including open enrollment.
• Experience building workspaces, trackers, or automated workflows in SharePoint, Loop, Planner, or similar tools.
• Experience in a nonprofit, healthcare, or human services organization.
• Lived or worked experience with LGBTQ+ communities, people living with HIV, or people who use drugs.
• Proficiency in a relevant second language.

Responsibilities

• Maintain the agency's master deadlines and calendar, including grant reports, renewals, and compliance dates.
• Manage the CEO's calendar, help organize incoming communications, and coordinate meetings across busy schedules.
• Track organizational projects and leadership action items, follow up with responsible staff, and flag potential delays.
• Develop forms, trackers, and practical workflows to improve efficiency, including automating routine tasks where possible.
• Maintain accurate employee records and HR documentation in Paylocity.
• Assist staff with routine questions about time off, benefits, and administrative processes.
• Coordinate board meetings, prepare board materials, and draft meeting minutes.
• Keep agency-wide shared files, sites, and organizational records organized and accessible.
• Handle confidential information securely and access, use, or disclose only the minimum information necessary to perform the role.

Benefits

• BCBS health insurance, vision insurance, and dental insurance.
• 401(k): Employees may begin contributing after six months; TPQC matches 5% once employees contribute, and funds are immediately vested.
• Three weeks of PTO annually, accrued throughout the year, with increased accrual rates after three and six years of employment.
• 80 hours of sick time annually, prorated for employees who start after January.
• Summer Fridays: The organization closes at noon every Friday between Memorial Day and Labor Day.
• Approximately 1.5 weeks of additional paid time off at the end of the year.
• 12 paid holidays annually.
• $300 wellness benefit at the start of each fiscal year for wellness expenses.
• $2,000 per year for tuition or continuing education, available after two years of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed