Project Coordinator

OPEN POSITION: Project Coordinator

LOCATION: Washington, DC

Civitas Public Affairs Group, an Orchestra company, is a values-based public affairs firm that delivers winning advocacy campaigns for our clients and the communities they serve. We enlist experts, leverage relationships, and build coalitions to address some of the most pressing political and societal challenges of our day, including climate change, protecting our democracy, reproductive health, and advancing the rights of LGBTQ people.

Our bipartisan firm brings proven experience developing innovative advocacy campaigns to win substantive policy change at the local, state, and national levels. With offices in Boston, New York City, and Washington DC, we work closely with the nation’s leading philanthropists, non-profit organizations, and movements to substantively impact progressive issues and causes.

Some of our current and former clients include the Black Futures Policy Institute, CityHealth, the Collaborative for Gender and Reproductive Equity, Citizens for Responsible Energy Solutions, Center for Secure and Modern Elections, Inseparable, National Council for Mental Wellbeing, the Pipeline Fund, the Trevor Project, Voices for Healthy Kids, and more.

We are seeking a Project Coordinator to join our team. This is a hybrid position that requires three days in the office per week and two days of remote work.

POSITION SUMMARY

The Project Coordinator helps keep our teams and client work moving forward. The role manages and coordinates work across scheduling, logistics, communications, research, and writing, while working closely with colleagues and client teams to prioritize needs, manage timelines, and keep projects organized and on track.

This is an opportunity for someone who is organized, curious, and eager to grow their experience in public affairs and advocacy. You’ll work alongside experienced political and policy professionals to get a firsthand look at how advocacy campaigns come together. You’ll take ownership of day-to-day project coordination while developing the ability to independently prioritize work, identify needs, and contribute to broader client and team objectives.

ACCOUNTABILITIES AND QUALIFICATIONS

• Manage scheduling for client, internal, and external meetings, including prioritizing competing requests, coordinating multiple stakeholders, and determining appropriate meeting logistics and follow-up;
• Lead operational and logistical needs across assigned client projects, identifying priorities, anticipating needs, and resolving issues to keep work moving forward
• Communicate with clients, partners, and colleagues by email and phone; own follow-up, respond to project needs, and determine appropriate next steps or when issues should be escalated;
• Conduct research to support client work; draft written materials, project updates, and communications; and contribute to social media and digital communications projects
• Manage business travel and related arrangements, exercising judgment regarding timing, logistics, competing priorities, and changes that arise;
• Support financial and reporting processes for assigned projects, including reviewing invoices and expenses, coordinating information, identifying discrepancies, and escalating issues as appropriate;
• Oversee end-to-end preparation for meetings and events, including determining logistical needs, organizing materials, coordinating participants, and managing follow-up;
• Collaborate with colleagues and teams across offices to coordinate resources, gather information, and ensure projects and priorities remain aligned;
• Handle day-to-day operations of the DC office, from ordering supplies to maintenance and building management;
• Identify and take on additional projects and responsibilities that contribute to the effectiveness of the team and the firm's client work.

ESSENTIAL SKILLS 

• 1-3 years of experience in politics, public affairs, advocacy, communications, or a related field;
• Strong organizational skills and impeccable attention to detail;
• Excellent written and verbal communication skills, including the ability to communicate clearly and professionally with clients, partners, and colleagues;
• Demonstrated ability to exercise sound judgment, evaluate priorities, identify solutions, and determine appropriate next steps with limited supervision;
• Team-oriented, professional, and able to handle sensitive information with discretion;
• Proactive and dependable, with the ability to independently manage multiple priorities, determine what needs attention, anticipate potential issues, and follow through on responsibilities in a fast-paced environment;
• Strong computer, web, and technology skills, including proficiency in Microsoft Office and Google Workspace;
• Willingness to learn, take on increasing responsibility, and contribute to a collaborative team environment;
• Bachelor’s degree required.

The salary range for this position is $60,000-$71,000 per year, commensurate with experience. This is a hybrid position that will require 3 days per week in the DC office. Civitas also offers opportunities for a bonus through an annual review process and an excellent benefits package including coverage for health, vision, and dental insurance premiums; paid parental leave; time off including vacation, holidays, and wellness days; 401(k) with an employer contribution and additional benefits.

Civitas Public Affairs is committed to creating a dynamic, multicultural, and diverse work environment. Candidates of color and of diverse backgrounds are encouraged to apply.

Civitas Public Affairs is an equal opportunity employer.

Orchestra is the first communications company built for today’s media landscape. Since 2022, it’s acquired nine firms, including: BerlinRosen, Civitas Public Affairs Group, Derris, Glen Echo Group, Inkhouse, M18, Message Lab, Onward and Small Girls PR. It also launched Brightmode, a talent acquisition firm for communication professionals. Learn more at: www.orchestraco.com.

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