Program & Office Coordinator

ExtensisHR • Tampa, FL

2d • Onsite

About The Position

The Program & Office Coordinator supports both program execution and day-to-day office operations at the Global Virus Network (GVN). This role is responsible for ensuring smooth coordination across internal teams and external partners, maintaining an organized office environment, and supporting the successful delivery of GVN programs, meetings, and events. The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to manage administrative responsibilities while contributing to program coordination in a fast-paced, mission-driven environment.

Requirements

• Facilitate communication with partners, board members, and external stakeholders
• Support preparation of meeting materials, presentations, and follow-ups
• Help ensure alignment and coordination across internal teams and initiatives
• Ability to prioritize and manage multiple duties and tight deadlines
• Ability to exercise sound judgment with a proactive approach

Nice To Haves

• Experience with CRM platforms (e.g., HubSpot, Salesforce or similar)
• Experience in nonprofit, academic, or global health environments
• Strong written and verbal communication skills.

Responsibilities

• Support day-to-day office operations to ensure an efficient and professional work environment
• Manage calendars, scheduling, and meeting logistics for leadership and team members
• Serve as a primary point of contact for general inquiries and organizational communications
• Coordinate office logistics, including supplies, vendors, and facilities needs
• Assist with travel arrangements and administrative coordination
• Support planning and execution of GVN programs, meetings, and events
• Coordinate logistics, including scheduling, materials preparation, and stakeholder communication
• Track action items, timelines, and deliverables across programs
• Maintain program records, documentation, and reporting
• Facilitate communication with partners, board members, and external stakeholders
• Support preparation of meeting materials, presentations, and follow-ups
• Help ensure alignment and coordination across internal teams and initiatives
• Other assigned duties.

Benefits

• Work with an international coalition of top virologists and public health leaders.
• Contribute to programs that shape global health preparedness and pandemic response.
• Be part of a mission-driven nonprofit making a global impact.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees