Administrative and Project Coordinator

Role at a glance

About LTC Strategies Group

LTC Strategies Group is a boutique consulting firm specializing in strategic facilitation, fundraising, nonprofit consulting, and leadership development. We partner with nonprofit organizations and corporate partners to design campaigns, strategies, and partnerships that create measurable social impact and to develop teams to reach their full potential. Our small, senior team of strategists works on a contract basis, which keeps us nimble and close to our clients.

Role summary

This role keeps the firm running smoothly so our work is more efficient, client service remains high and strategists are freed up to focus on client deliverables. You will be the Founder's right hand on calendar, invoicing, priorities, and shared systems. You will also serve as the project coordinator on complex client engagements: building timelines, tracking deliverables, engaging with writers and designers and keeping every moving part on schedule.

The ideal candidate is highly organized, proactive, confident juggling several priorities at once and is comfortable managing up. You enjoy creating order, spotting what is about to slip, and following up before anyone has to ask.

Key responsibilities

Roughly half of the role supports the Founder and firm operations; the other half supports client project management. The split will flex with the client workload.

Executive and operations support

• Calendar management: Schedule client meetings, facilitation sessions, and internal check-ins; protect focus time; coordinate across time zones and contractor availability.

• Invoicing and billing: Prepare and send client invoices, track payments and follow up on overdue accounts, and process contractor invoices in line with firm billing policy.

• Prioritization support: Maintain the Founder's task list, flag deadlines and conflicts, and help sequence the week so the highest-value work comes first.

• Shared drive management: Own the firm's shared drive: folder structure, naming conventions, permissions, and archiving, so anyone can find the latest version of anything.

• Templates and consistency: Maintain the firm's proposal, report, and presentation templates and help the team apply LTC brand standards consistently across client deliverables.

• Data tracking: Keep trackers current for active engagements, hours, and key metrics, and prepare simple summaries when needed.

• General administration: Manage client contracts, vendor and tool subscriptions, contractor onboarding paperwork, and other operational tasks as they arise.

Project management for client engagements

• Build project timelines: Translate scopes of work into clear timelines with milestones, owners, and dependencies.

• Keep projects on track: Monitor progress, send reminders, and raise risks to the lead strategist early.

• Coordinate the moving parts: Schedule and track client deliverables with writing and design teams, manage agendas and notes as requested, track action items, and follow up on open requests.

• Manage deliverables: Track drafts, reviews, and approvals so nothing goes out late or unreviewed.

Engagement

Part-time to start, 1099 contractor (approximately 10 hours/week)

Location

Remote (U.S. based, prefer EST or CST time zones)

Compensation

$40-$55/hour depending on experience

Requirements

Required

•         3+ years in an administrative, operations, executive assistant, or project coordination role

•         Experience managing multiple projects and deadlines at the same time

•         Strong command of Microsoft 365 (calendar, shared drives, etc)

•         Experience with project management tools (such as Monday.com, Asana or Trello)

•         Excellent written communication and attention to detail

•         Proactive, discreet, and reliable working independently in a remote setting

Preferred

•        Comfort with invoicing and basic bookkeeping tools (such as QuickBooks)

•         Background in consulting, agencies, or the nonprofit sector

•         Familiarity with fundraising, cause marketing, or corporate social responsibility

•         Basic design skills for formatting documents and slides to brand standards

Benefits

Flexible hours, remote work, great team, interesting and meaningful client work.