Executive and Organizational Coordinator in Quad Cities, Illinois at The Project of the Quad Cities

Description:

At The Project, you will do work that matters for people who are too often overlooked. We are celebrating 40 years of providing affirming healthcare and supportive services to people living with HIV, those most at risk, and the broader LGBTQ+ community, and we welcome everyone who walks through our doors. We are looking for people who believe healthcare should meet people where they are. Learn more at www.tpqc.org.

We're hiring an Executive and Organizational Coordinator!

Are you the person who keeps track of all the moving pieces, figures out how to make things work better, and makes sure nothing falls through the cracks?

The Project is looking for an Executive and Organizational Coordinator to help keep our agency organized, informed, and on track. Reporting directly to the President & CEO, you'll work across departments to coordinate deadlines, track projects, improve processes, support HR administration, and keep executive and board activities running smoothly.

This isn't just about keeping lists or sending reminders. It's about building systems, connecting the dots, following through, and helping a mission-driven team do its best work.

Responsibilities Include:

• Maintain the agency's master deadlines and calendar so grant reports, renewals, and compliance dates don't sneak up on anyone.
• Manage the CEO's calendar, help organize incoming communications, and coordinate meetings across busy schedules.
• Track organizational projects and leadership action items, follow up with responsible staff, and flag potential delays.
• Develop forms, trackers, and practical workflows that make our processes more efficient, including automating routine tasks where possible.
• Maintain accurate employee records and HR documentation in Paylocity, and assist staff with routine questions about time off, benefits, and administrative processes.
• Coordinate board meetings, prepare board materials, and draft meeting minutes.
• Keep agency-wide shared files, sites, and organizational records organized and accessible.

You'll Thrive in This Role If You:

• Love organizing information, solving problems, and creating systems that make everyone's work easier.
• Are comfortable taking initiative and following up with people at all levels of an organization.
• Can juggle multiple priorities without losing track of the details.
• Know when to figure something out independently and when to ask for help.
• Communicate clearly, handle confidential information with care, and enjoy being part of a collaborative team.
• Are comfortable using Microsoft 365 and learning new technology.
• We're looking for someone with relevant experience in administrative coordination, executive support, project coordination, operations, or a related field. Experience with HR systems, executive support, or nonprofit and healthcare organizations is a plus, but you don't need to have done every part of this job before.

This is a full-time (40 hours/week), non-supervisory position based in Moline, Illinois. The position offers a flexible, hybrid work arrangement, with opportunities to work remotely and an expectation of regular in-office presence. In-person attendance is required for meetings, collaboration, trainings, and other organizational needs. Occasional evening hours are required for board meetings. This is a non supervisory position.

This posting highlights the key aspects of the role; a full job description is available for review during the hiring process.

Compensation:

Compensation for this position ranges from $22.40 to $24.64 per hour, with an additional 2.5% for candidates proficient in a relevant second language.

Please see the bottom of the job posting for full compensation and benefit details.

Requirements:

Required Qualifications & Experience

• At least three years of relevant experience in administrative coordination, executive support, project coordination, operations, or a related role.
• Demonstrated ability to manage multiple projects, deadlines, and competing priorities with strong attention to detail and consistent follow-through.
• Strong organizational skills, including the ability to develop and maintain tracking systems, workflows, and records.
• Ability to take initiative, independently follow up on commitments, and hold others accountable to deadlines, including directors and senior staff, while maintaining positive working relationships.
• Resourceful problem-solving skills, including the ability to identify issues, explore solutions independently, and recognize when to seek guidance or escalate concerns.
• Clear, professional written and verbal communication skills, including drafting correspondence, summarizing information, and communicating effectively across all levels of the organization.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Strong proficiency with Microsoft 365 applications, including Outlook, Word, Excel, Teams, SharePoint, and Forms, and the ability to learn new systems.

Preferred Qualifications & Experience

• Experience supporting an executive, senior leadership team, or board of directors
• Experience with HR administration, personnel records, or benefits coordination, including open enrollment
• Experience building workspaces, trackers, or automated workflows in SharePoint, Loop, Planner, or similar tools
• Experience in a nonprofit, healthcare, or human services organization
• Lived or worked experience with LGBTQ+ communities, people living with HIV, or people who use drugs

Confidential Information

This position has access to confidential information, including personnel records, compensation and benefits data, leave and accommodation records, board materials, legal matters, and protected health information (PHI). The employee may only access, use, or disclose the minimum information necessary to perform the role, regardless of the extent of access provided, and must keep all confidential information secure both during and after employment.

Compensation & Benefits

Starting pay is determined by relevant experience beyond the three-year minimum required for the position:

• 1–2 additional years: 2.5% increase
• 3–5 additional years: 5% increase
• 6–10 additional years: 7.5% increase
• More than 10 additional years: 10% increase

We evaluate experience based on the responsibilities and positions listed on your résumé. Exact job titles aren't required, but your experience must be relevant to the responsibilities of this role.

Our compensation structure is based on experience, not education. As part of our commitment to pay equity, we use a consistent formula to determine starting pay, and offers are not negotiable. TPQC has historically prioritized broad, equitable cost-of-living adjustments over individual performance-based increases, although our approach may evolve.

Benefits

• Health Insurance: BCBS Health Insurance, Vision, and Dental
• 401k Retirement: Employees can start contributing after six months. Once they start contributing, TPQC will match 5% and the funds are immediately vested.
• PTO: Three weeks annually, accrued throughout the year, with increased accrual rates after three and six years of employment.
• Sick Time: 80 hours annually, prorated for employees who start after January.
• Summer Fridays: We close at noon every Friday between Memorial and Labor Day!
• End of Year Break: Approximately 1.5 weeks of additional paid time off at the end of the year.
• Holidays: 12 paid holidays annually
• Wellness Benefit: Receive $300 at the start of each fiscal year for wellness expenses.
• Education Credit: $2000 a year for tuition or continuing education. Employees are eligible after two years of employment.