Overview
Executive Operations Coordinator & Assistant Project Manager Jobs in New Brunswick at iHIT Consultancy
Job Summary
We are seeking a dynamic and highly organized Executive Operations Coordinator & Assistant Project Manager to join our team. This role is vital in ensuring seamless office operations, supporting executive leadership, and managing multiple projects with precision and professionalism. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional administrative skills, project coordination expertise, and a proactive approach to problem-solving. This paid position offers an exciting opportunity to contribute to organizational success while honing your skills in office management, event planning, and project execution.
Key ResponsibilitiesExecutive Support & Coordination (25%)
- Manage executive calendars and meeting scheduling
- Coordinate internal and external meetings
- Draft agendas and meeting materials
- Process AI-generated meeting notes and action items
- Track follow-up activities and deadlines
- Support travel coordination and logistics
- Maintain organized digital filing systems
Project Management Support (35%)
- Maintain project trackers, timelines, and dashboards
- Support Project Managers and Fellows
- Monitor deliverables and milestone completion
- Assist with sprint planning and weekly work plans
- Prepare weekly project status reports
- Coordinate stakeholder communications
- Support event planning and execution activities
Operations & Administration (25%)
- Organize and maintain Office 365 systems
- Maintain contact databases and stakeholder lists
- Assist with contract and proposal administration
- Support onboarding of Fellows, interns, and contractors
- Manage documentation and project records
- Coordinate logistics for workshops, trainings, and events
Communications & Reporting (15%)
- Draft stakeholder communications and follow-up emails
- Prepare presentations and meeting materials
- Support newsletter and communication efforts
- Develop bi-weekly stakeholder reports
- Create summaries and reports for leadership review
Qualifications
Required:
- Bachelor’s degree or equivalent experience
- 2+ years of experience in project coordination, operations, administration, or program management
- Exceptional organizational skills and attention to detail
- Strong written and verbal communication skills
- Ability to manage multiple priorities simultaneously
- Professional and polished interpersonal skills
- Self-starter with strong follow-through
Preferred:
- Experience in nonprofit, healthcare, education, or community-based organizations
- Experience supporting executive leadership
- Experience coordinating multiple stakeholders and projects
- Experience working with youth programs, public health initiatives, or educational programs
Technology Requirements
Candidates should be comfortable using:
- Google Workspace
- Microsoft Office 365
- ChatGPT and AI productivity tools
- Trello, Monday.com, or similar project management platforms
- Canva
- Zoom and virtual meeting platforms
Success Metrics
Success in this role will be measured by:
- Timely scheduling and coordination of meetings
- Accuracy and completeness of project tracking
- Weekly reporting delivered on schedule
- Timely follow-up on action items
- Organization of project documentation
- Responsiveness to stakeholders
- Increased operational efficiency across enterprise initiatives
Schedule & Compensation
- Part-Time (15–20 hours per week)
- In-Person Position
- New Brunswick, New Jersey
- Flexible schedule with some evening community events
Compensation commensurate with experience.
Pay: From $25.00 per hour
Work Location: In person
Title: Executive Operations Coordinator & Assistant Project Manager
Company: iHIT Consultancy
Location: New Brunswick
