Office & Project Coordinator

Washington, D.C., Position Summary The Office & Project Coordinator provides project management, operational, and administrative support across AHP. This role coordinates cross-functional projects, manages day-to-day office operations, and provides high-level scheduling and logistical support to the CEO, Board of Directors, and AHP Foundation.

The ideal candidate is highly organized, proactive, service-oriented, and comfortable managing multiple priorities while ensuring details don't fall through the cracks.

Key Responsibilities

Project Management & Organizational Support (approximately 50% of the role)

Coordinate cross-functional projects, including timelines, deliverables, meetings, and follow-up Track project milestones, deadlines, and action items and help ensure appropriate follow-through Schedule meetings, prepare materials, capture next steps, and coordinate across teams Support the Chief of Staff with organization-wide initiatives and special projects

CEO Support

Manage the CEO’s calendar, including complex, multi-person internal and external scheduling Prepare and submit CEO expense reports, reimbursements, and supporting documentation Provide administrative support that allows the CEO to operate efficiently and remain focused on organizational priorities

Board & Governance Support

Coordinate scheduling and logistics for Board and committee meetings Assemble and distribute Board packets, financial materials, and Board email updates Coordinate Board travel, expense reimbursements, meeting logistics, and related communications Administer Board voting processes and maintain accurate Board records in AHP's association management system Serve as a liaison between Board members and staff on administrative and logistical matters

AHP Foundation & Committee Support

Provide administrative support for Foundation activities, including the Scholarship Review Committee Schedule committee meetings and prepare scholarship application and evaluation materials for review Maintain Foundation committee and scholarship records in AHP’s systems Support processing and acknowledgement of Annual Fund and scholarship donations Coordinate administrative support for other committees as assigned

Office & Operations Management

Manage day-to-day office operations and serve as the primary point of contact for building management and office needs Coordinate visitor access, meeting spaces, office supplies, food and beverage, meals, and restaurant reservations Coordinate logistics for member, staff, and volunteer meetings held in the office Serve as an internal expert on AHP's association management system and Microsoft 365/Copilot, helping staff use these systems effectively Provide front-line assistance with incoming calls, visitors, mail, and general inquiries as needed

Finance & Administrative Support

Collect and organize corporate credit card receipts and supporting documentation Provide backup support for routine financial administration, including deposits, payment processing, AMS batches, and outgoing payments

What Success Looks Like Projects stay on track, the office runs smoothly, the CEO's scheduling and administrative needs are handled seamlessly, and Board and Foundation activities are well organized and coordinated. The successful candidate anticipates needs, takes initiative, communicates effectively, and consistently follows through on commitments. Above all, this person helps create an organized, productive environment that enables others to do their best work. Qualifications

2-4 years of experience in project coordination, office management, executive support, association management, or a related role Experience working for a professional association and/or non-profit preferred Experience with AMS software preferred Demonstrated project management experience Experience using project-management software Experience using AI in an administrative support function Exceptional organizational skills and attention to detail Demonstrated ability to manage multiple projects, stakeholders, and deadlines simultaneously Strong written and verbal communication skills and a highly professional, customer-service orientation Strong proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint Comfort learning and becoming a power user of association management systems, AI tools such as Microsoft Copilot, and other business technology Sound judgment and discretion when handling confidential information A proactive approach and willingness to step in wherever needed Salary is commensurate with experience and includes a comprehensive benefit package.