Strategy and Innovation Project Coordinator

Shineforth•Richmond, VA

3d•Hybrid

About The Position

Provide project management and administrative support to the VP of Strategy + Innovation and the Strategy + Innovation Team to ensure the smooth running of day-to-day operations. This is a full-time position located on our Richmond, VA campus with the flexibility for some remote workdays.

Requirements

A strong team player with a deep focus on execution, follow-through, accountability, and results.
A willingness to learn and adapt to different systems.
Detail-orientation and organization are key skills in this role.
Agility to multitask in a fast-paced environment and apply creative thinking.
Strong written and verbal communication skills.
Comfort working with senior leaders and handling confidential information with discretion.
Ability to anticipate the needs of the VP and team, follow through on commitments without being reminded, and translate verbal direction into concrete action.
Proficient with use of technology to include Microsoft Office suite (MS Excel, Outlook, Word, PowerPoint), databases, electronic platforms, and office equipment.
Valid driver's license with acceptable driving record per agency guidelines and proof of auto insurance.

Nice To Haves

Bachelor's degree
Two or more years of project management, administrative, or executive support experience
Direct experience supporting senior leaders or executives is a strong plus.

Responsibilities

Support the VP of Strategy and Innovation with meeting and task coordination in service to agency goals.
Capture decisions and action items from VP-led team meetings; follow up with team members to confirm completion and flag stalled items.
Prepare the VP for recurring and ad hoc meetings — including board, donor, executive leadership, and cross-functional meetings — by assembling pre-reads, agendas, briefing materials, and relevant background.
Provide project management support to include meetings, agency trainings, conferences and special events. Provide support with scheduling, purchasing materials, ordering food, equipment set up, and travel arrangements.
Manage confidential data entry into the agency Learning Management System (LMS), Electronic Health Record System (EHR), Customer Relationship Management (CRM) system and other agency portals, such as compliance. Generate reports. Provide centralized technical assistance as requested.
Oversee the collection, auditing, and submission of required FA/CPR paperwork to the American Red Cross, including ensuring documentation is complete with signatures. Scan and archive files into an electronic format. Ability to train staff in CPR/FA as needed.
Assist with basic updating of marketing materials such as flyer templates, rate sheets, program information sheets, business cards, stationery, event flyers, etc., based on marketing project requests.
Coordinate agency apparel and promotional materials through Promoshop and manage orders across the agency; track and maintain marketing collateral and promotional product inventory.
Handle collateral requests and coordinate the delivery of marketing materials to offices and regional centers.
Coordinate with regional staff on marketing, promotional, and swag items for conference materials and other items required for table setup.
Segment e-mail lists for program marketing and support with the creation of e-mail campaigns sent to leads, referral sources, and key customers.
Develop, communicate, and maintain an efficient system for ordering supplies. Maintain inventory and routinely assess team needs.
Assist in the onboarding process for new Strategy and Innovation team hires.
Distribute team mail. Help with mailers and customer support packaging. Distribute items to area offices as needed.
Ensure appropriate invoices are submitted in a timely manner to finance office by ensuring proper coding.
Track and submit VISA expenditures. Collect invoices and batch as needed.
Provide accurate, timely and professional written and verbal communications and services related to tasks assigned.
All other duties as assigned.