Project Coordinator

Position Overview

The Project Coordinator is a hands-on operational role responsible for building, running and improving the processes and tools that support WHSP Institute's day-to-day work. This is a role for someone who wants real ownership: standing up new ways of organizing relationships and information, streamlining and automating processes and seeing projects through from idea to completion, while also serving as a dependable go-to resource for the Managing Director and Director of Outreach & Education as the Institute grows.

The ideal candidate brings a background in project management, operations or communications, paired with hands-on comfort customizing and configuring the tools a small team relies on day to day (for example, a CRM platform). We are especially interested in candidates with personal alignment to WHSP's mission - for example, through their own experience as an athlete or competitor, or through other direct involvement in the women's sports community.

Key Responsibilities

Project & Process Ownership

• Own discrete projects end-to-end, from scoping through execution and completion, as assigned by the Managing Director or Director of Outreach & Education
• Lead the evaluation, selection and rollout of core Institute tools - including a CRM/contact management platform, project tracking tools, and communications tools - customizing and configuring them to fit how the team actually works
• Identify opportunities to streamline and automate repetitive or manual processes, and build the documentation, protocols and standard operating procedures that let others use them independently
• Serve as the Institute's day-to-day point person for its operational tools, ensuring they stay current, well-organized and useful as the organization grows

Operational & Logistical Support

• Provide logistical and administrative support to Institute leadership, including travel coordination, meeting scheduling, expense processing and event logistics
• Coordinate internal and external Institute and partner activities and events
• Manage general office administration, facilities coordination and vendor relationships, including contracts and insurance-related administrative tasks
• Support new hire onboarding, team meeting logistics and other organizational coordination functions
• Support Board meeting logistics and preparation in coordination with the Managing Director

Flexible Execution

• Take on a range of delegated tasks from the Managing Director and Director of Outreach & Education as organizational priorities evolve
• Adapt to shifting needs across departments, applying sound judgment about what to prioritize and when to escalate

Required Qualifications & Characteristics

• Five or more years of experience in project management, operations or communications in a professional environment
• Hands-on experience configuring or customizing a CRM or similar platform (e.g., Salesforce, HubSpot, monday.com, Asana) to fit a team's workflow - able to speak concretely to a process you streamlined, automated or built from the ground up
• Track record of owning and completing projects independently, from planning through execution
• Strong proficiency in standard office productivity and scheduling software; comfort learning new tools quickly
• Exceptional organizational skills, attention to detail and consistent follow-through on commitments
• Sound professional judgment and discretion in handling sensitive or confidential information
• Strong written and verbal communication skills
• Proactive, self-directed work style with the ability to manage competing priorities, take direction from multiple leaders and anticipate organizational needs
• Commitment to the mission of advancing female athlete health and performance

Preferred Qualifications

• Experience as a competitive or elite athlete, while not required, would be highly valuable, as would other direct experience in or connection to the women's sports community
• Experience in an academic medicine, research, healthcare or mission-driven nonprofit environment
• Experience coordinating events, conferences or major organizational programs
• HR, contracts, payroll, or vendor/insurance administration experience
• Familiarity with data privacy and compliance requirements relevant to healthcare or research settings