Admin & Project Manager

A US-based organization whose mission is to help clients thrive through quality healthcare and housing seeks a highly organized Admin & Project Manager to keep its remote operations running. This is a single role combining executive administration with light project management across a small international team. It reports directly to the Director.

Hours: Mostly flexible/async, with a required 2–3 hour overlap window 7–10 PM EAT on weekdays (US Pacific morning)

Key Responsibilities:

• Manage the Director's calendar, scheduling, and meeting coordination across US and international time zones
• Track projects and deadlines in a PM tool (Asana, Trello, ClickUp, or similar): assign tasks, chase deliverables, and flag slippage early
• Prepare meeting agendas, take minutes, and circulate action items within 24 hours
• Maintain SOPs, shared drives, and team documentation to audit-ready standard
• Coordinate the remote team (including Philippines-based staff): onboarding logistics, status collection, weekly report assembly
• Draft professional correspondence and internal updates in clear US-style English

Qualifications:

• 3+ years in administration, executive assistance, or project coordination — NGO or donor-funded project experience is a strong advantage
• Demonstrated systems for time management and deadline tracking (you will be asked to describe yours)
• Hands-on experience with at least one PM tool and Google Workspace or Microsoft 365
• Excellent written English; calm, structured communication under pressure
• Reliable internet and power backup for the evening overlap window