Program Administration – Logistics Coordinator

Job Description:

• Provide administrative and logistical support to the Chief Program Officer and Office of the CPO
• Manage the CPO’s calendar and scheduling, coordinate meetings, resolve conflicts, protect focus time, and align schedules with priorities
• Coordinate recurring and ad hoc meetings across teams, geographies, and time zones
• Support the Office of the CPO’s operating rhythm, including leadership reviews, program leadership meetings, team meetings, and recurring forums
• Maintain organized records, materials, and administrative resources
• Coordinate travel arrangements, including transportation, accommodations, itineraries, and visa-related logistics
• Prepare, submit, and reconcile expense reports and follow up on documentation or approvals
• Coordinate travel logistics for staff attending convenings, workshops, retreats, and other in-person gatherings
• Provide logistical information to travelers and participants and troubleshoot issues
• Coordinate end-to-end logistics for meetings, workshops, retreats, learning events, and other gatherings, including venues, travel, catering, materials, technology, and participant support
• Partner with program teams and Shared Services to plan and deliver effective in-person gatherings
• Coordinate meeting materials, participant communications, room and virtual meeting setup, and on-site support when needed
• Track logistical actions, responsibilities, and deadlines
• Anticipate participant needs and identify practical solutions
• Maintain templates, checklists, vendor information, and lessons learned
• Support contracting and procurement requests with Shared Services, Finance, Legal, and program teams
• Track contracts, procurement requests, approvals, and administrative processes through completion
• Maintain accurate records and documentation
• Help colleagues navigate routine administrative requirements
• Identify opportunities to streamline administrative and logistical processes

Requirements:

• At least 5 years of experience in administrative coordination, executive support, event or meeting coordination, logistics, or a related area
• Experience supporting senior leaders with complex calendar, travel, and expense management
• Experience coordinating meetings, workshops, retreats, or other events involving multiple participants and logistical requirements
• Experience working across teams and coordinating with internal service functions and external vendors
• Experience supporting procurement, contracting, or other administrative workflows is desirable
• Bachelor’s degree preferred, or equivalent combination of education and relevant professional experience
• Exceptional organizational and time-management skills, with strong attention to detail and follow-through
• Strong coordination and project-management skills
• Ability to anticipate needs, identify potential problems, and take appropriate action with limited direction
• Ability to manage competing priorities, shifting schedules, and last-minute changes
• Strong interpersonal and service orientation
• Sound judgment and discretion in handling confidential or sensitive information
• Strong written and verbal communication skills
• Ability to understand and balance the needs of multiple stakeholders
• Diplomacy, tact, and cultural awareness when working across levels, functions, cultures, and geographies
• Resourceful and solutions-oriented, with good judgment about when to resolve an issue independently and when to escalate it
• Proficiency with Microsoft Office, Google Workspace, calendar and virtual meeting platforms, and travel and expense systems
• Willingness and ability to learn new technologies, including AI-enabled productivity tools
• Familiarity with expense, procurement, and contracting processes
• Demonstrated interest in improving processes and finding more efficient ways of working
• Composure and effectiveness under pressure
• Ability to work remotely during US East Coast business hours, with occasional flexibility to accommodate meetings or events across time zones
• Ability and willingness to travel occasionally to support meetings and convenings
• Commitment to RTSL’s mission and values

Benefits:

• Health insurance for you and your dependents
• Contributions toward retirement
• Paid annual leave and sick leave, in addition to public holidays
• Two paid, week-long organization-wide breaks at mid-year and end-of-year
• Professional development and home office setup benefits
• Up-to-date computer equipment