Projects Specialist

POSITION SUMMARY

The Projects Specialist provides high-level coordination and implementation support to the CEO. This position is responsible for managing special projects, coordinating cross-functional initiatives, tracking organizational priorities, preparing executive and board materials, and ensuring timely follow-through on key commitments.

Working in a small, fast-paced organization, the Projects Specialist must be highly organized, adaptable, resourceful, and comfortable moving between strategic initiatives and day-to-day execution.

The ideal candidate is someone who can hear, “We need to get this done,” and turn it into a plan, timeline, assignments, follow-up, and completed deliverable.

KEY RESPONSIBILITIES

Executive Support & Strategic Project Management

• Support the CEO in advancing strategic priorities and key initiatives.
• Develop project plans, timelines, milestones, and deliverables.
• Track progress and identify delays, risks, or resource needs.
• Coordinate cross-functional projects with internal and external stakeholders.
• Ensure follow-through on commitments and action items.
• Provide regular project status updates to the CEO.
• Serve as a trusted project-management resource to the CEO.
• Research issues, organizations, programs, and opportunities as requested.
• Prepare briefings, talking points, presentations, and supporting material.
• Coordinate special initiatives and projects assigned by the CEO.
• Translate strategic ideas into actionable work plans.
• Handle sensitive and confidential information with discretion.

Board & Governance Support

• Assist with preparation of board meeting materials, agendas, presentations, and reports.
• Maintain a calendar of board and governance deadlines.
• Track board action items and follow-up assignments.
• Support board committees and special projects as assigned.
• Assist with annual board activities, including evaluations, retreats, orientation, and governance projects.

Organizational Coordination

• Help ensure communication and coordination across the organization’s small staff team.
• Maintain organizational project and deadline trackers.
• Coordinate meetings, agendas, materials, notes, and follow-up.
• Identify opportunities to improve internal processes and systems.
• Help document procedures and organizational knowledge.

Programs, Partnerships & External Initiatives

• Support implementation of selected programs and strategic initiatives.
• Coordinate with external partners, vendors, consultants, funders, and stakeholders.
• Prepare project reports and other required documentation.
• Assist with events, convenings, training, and organizational initiatives.
• Track deliverables associated with grants, contracts, and partnerships when assigned.

Communications & Written Materials

• Draft and edit correspondence, reports, presentations, briefing documents, and other organizational materials.
• Support development of CEO communications and presentations.
• Assist in preparing materials for funders, partners, members, and other stakeholders.
• Ensure materials are accurate, professional, and completed on schedule.

REQUIRED QUALIFICATIONS

• Bachelor’s degree or equivalent professional experience.
• 3–5 years of experience in project coordination, nonprofit management, executive support, program management, or a related field. Interested individuals must possess the following attributes:
• Excellent organizational and time-management skills.
• Strong writing, editing, and communication skills.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong attention to detail and follow-through.
• Ability to work independently with limited supervision.
• Sound judgment and ability to handle confidential information.
• Proficiency with Microsoft Office, tech-savvy and project-management tools.

PREFERRED QUALIFICATIONS

• Experience working in a nonprofit, membership association, CDFI, economic development, community development, or similar environment.
• Experience supporting a CEO, executive director, board, or senior leadership team.
• Experience with grants, funder reporting, events, or stakeholder engagement.
• Familiarity with project-management and collaboration tools.

CORE COMPETENCIES

The successful candidate will demonstrate:

• Executive judgment – knows what needs immediate attention and what can wait.
• Project ownership – doesn’t simply track tasks; drives them toward completion.
• Organization – creates structure in a small organization where priorities can change quickly.
• Communication – keeps people informed without creating unnecessary bureaucracy.
• Initiative – anticipates needs and solves problems before they become crises.
• Adaptability – comfortable wearing multiple hats.
• Discretion – trusted with confidential organizational and executive matters.
• Relationship management – works effectively with staff, board members, members, funders, government officials, and partners.

BENEFITS AND COMPENSATION

Based in Philadelphia, the Pennsylvania CDFI Network offers a competitive salary based on experience and skills, as well as a comprehensive benefits package including 90% employer-paid medical and dental coverage, up to 3% retirement employer match, and generous paid time off.

The Pennsylvania CDFI Network is an equal opportunity employer and does not discriminate in hiring or employment practices on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. We value diversity and thrive on inclusivity. We provide reasonable accommodations to ensure that individuals with disabilities participate in the job application or interview process, perform essential job functions, and receive other benefits and privileges of employment.

New hires must validate their ability to legally work in the United States.

As part of the Network’s Code of Ethics, there are specific personal reporting and other requirements and disclosures of personal financial and/or securities transactions information. You may be subject to a background check.