Program & Office Coordinator

Position Summary
The Program & Office Coordinator supports both program execution and day-to-day office operations at the Global Virus Network (GVN). This role is responsible for ensuring smooth coordination across internal teams and external partners, maintaining an organized office environment, and supporting the successful delivery of GVN programs, meetings, and events. The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to manage administrative responsibilities while contributing to program coordination in a fast-paced, mission-driven environment.

Key Responsibilities

Office Coordination & Operations

Support day-to-day office operations to ensure an efficient and professional work environment.

Manage calendars, scheduling, and meeting logistics for leadership and team members.

Serve as a primary point of contact for general inquiries and organizational communications.

Coordinate office logistics, including supplies, vendors, and facilities needs.

Assist with travel arrangements and administrative coordination.

Project & Event Coordination

Support planning and execution of GVN programs, meetings, and events.

Coordinate logistics, including scheduling, materials preparation, and stakeholder communication.

Track action items, timelines, and deliverables across programs.

Maintain program records, documentation, and reporting.

Stakeholder & Communications Support

Facilitate communication with partners, board members, and external stakeholders.

Support preparation of meeting materials, presentations, and follow-ups.

Help ensure alignment and coordination across internal teams and initiatives.

Other Activities

Other assigned duties.

Qualifications & Experience

Ability to prioritize and manage multiple duties and tight deadlines.

Ability to exercise sound judgment with a proactive approach.

Experience or demonstrated ability in stakeholder and communications support.

Strong written and verbal communication skills.

Preferred

Experience with CRM platforms (e.g., HubSpot, Salesforce or similar).

Experience in nonprofit, academic, or global health environments.

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