Administrative Project Manager (Contract Based)

Scope of Services:

The Administrative Project Manager provides critical operational support to the Field Impact Partners team, ensuring smooth day-to-day coordination of schedules, meetings, and logistics. This role serves as a central point of organization and communication, enabling staff to focus on delivering high-quality work by managing administrative details with efficiency, accuracy, and professionalism. The Administrative Project Manager works across the full Programs team to coordinate calendars, support internal and external meetings, and arrange travel and logistics. The Administrative Project Manager will prioritize and manage multiple projects simultaneously with little or no supervision.

Essential Duties and Responsibilities:

Scheduling & Calendar Management

• Coordinate and manage calendars for team members, including scheduling internal and external meetings
• Prioritize and resolve scheduling conflicts with sound judgment
• Send calendar invites, confirmations, and reminders, ensuring all participants have necessary information

Meeting Coordination

• Organize virtual and in-person meetings, including securing locations or virtual platforms (e.g., Zoom)
• Prepare and distribute agendas, materials, and follow-up notes as needed
• Track action items and support timely follow-up, including corresponding task management in Asana

Travel & Logistics

• Coordinate travel arrangements including flights, lodging, and ground transportation
• Ensure travel plans align with organizational policies and budget guidelines
• Prepare itineraries and provide logistical support before and during travel

Administrative Support

• Serve as a point of contact for routine administrative inquiries
• Maintain organized records, files, and shared documents
• Support preparation of reports, presentations, and other materials
• Ensure essential tasks are documented in relevant Asana projects

Operations Support

• Assist with expense tracking, receipt collection, and basic reconciliation support
• Support coordination of team events, retreats, and trainings
• Contribute to improving administrative systems and processes

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Three years or more experience with administrative functions in a CEO/President level setting
• Working knowledge of Google Suite, Microsoft Suite, and Asana
• High degree of responsibility and integrity, maintaining confidentiality of sensitive organizational and personal information
• Demonstrate interpersonal skills and proficiency in sector specific vocabulary to effectively represent the executives and the organization to outside parties
• Excellent interpersonal, oral, and written communication skills
• Excellent writing, proofreading, and editing skills
• Project Management Professional (PMP) Certification is ideal but not required

This is a contract position and may be extended beyond the current timeline, depending on funding and job performance

This is a contracted position and no federal income tax will be withheld from contract payments. Independent contractor earnings of $600 or more will be reported to the contractor and Internal Revenue Service on Form 1099-NEC.

Proficient in English.

• Excellent interpersonal, oral, and written communication skills
• Excellent writing, proofreading, and editing skills