Project Coordinator

Start Date: Immediate

Location: Las Vegas, NV

Reports to: Director of Capacity Building

Summary

Nonprofit organizations play an essential, wide-ranging role in enhancing quality of life, creating economic opportunities, and strengthening communities. Nevada GrantLab’s vision is for these vital organizations to have the resources they need to do their best work for Nevadans. We are seeking a skilled professional to join our team as a Project Coordinator to help support the development and delivery of events that support capacity and community building.  

About Nevada GrantLab

Nevada GrantLab (“GrantLab”), a 501(c)3 nonprofit formed in 2020, assists nonprofit and public agencies (e.g. institutions of higher education, tribes, local and state education agencies, local governments, and state agencies), to effectively prepare, apply for, and administer grants. We do this by building relationships with current and prospective grantees, and providing capacity building, technical assistance, and grant services led by our talented staff and strategically sourced network of local and national experts. Thanks to philanthropic and government grants, GrantLab is able to cover up to 100% of the costs of services so that community partners can focus on the work, not how to pay for it.

What You Will Do 

GrantLab’s Capacity Building program curates a comprehensive program of educational events that help community partners discover and build the capabilities and skills needed to improve grant competitiveness, enhance operations and grow impact. Our Building the Movement program conducts outreach and hosts a variety of events designed to connect agencies and stakeholders with the data, ideas, and partners they need to increase collaboration and impact.

As a Project Coordinator, you will work with our Capacity Building and Building the Movement teams to plan and execute various activities and events that support community partners. Duties include, but are not limited to:

General Coordination:

• Plan, schedule, and monitor project activities, budgets, deliverables and milestones 
• Develop and manage effective communications with team members, vendors, and community partners, including using HubSpot cadences and responding to general inquiries
• Input, update, and regularly review information in the organization’s CRM (HubSpot) and files 
• Research, evaluate, and negotiate with vendors/suppliers to secure best quality and value  
• Process and monitor contracts, invoices, and purchase orders to ensure they align with the organization’s policies and budget

Event Coordination:

• Plan and manage event invitations and announcements, registration, and pre- and post-event participant communications 
• Oversee event setup (in-person and digital), execution, and on-site clean-up
• Coordinate with event speakers for travel arrangements, presentations and learning materials, and biographical information
• Generate and manage speaker and vendor agreements, ensure alignment with event requirements, budgets, and organization’s policies and procedures
• Identify and secure venues, supplies, food and beverage, etc., for various event types 
• Plan, create, and print event materials to include agendas, name badges, attendee lists, biographies, tent cards, dinner cards, etc. 
• Ensure that feedback from all events is collected, analyzed, input into HubSpot, and reported to business lead
• Participate in lessons learned after each event to contribute to improving event planning and execution
• Develop and maintain events tracker to ensure details align with annual plans and published calendars 
• Develop and maintain comprehensive events calendar  
• Maintain detailed event documentation, including itineraries and checklists.
• Track budgets and ensure all appropriate documentation (e.g., invoices or receipts) is in place for prompt payments for each event

Qualifications and Competencies

Required: 

• A minimum of a high school diploma  
• 1-3 years of experience in a previous project coordinator or event planning role or other related field  
• Excellent attention to detail, along with project and time management skills  
• Strong verbal and written communication skills 
• Proficient in Google Workspace (Docs, Sheets), Adobe and Microsoft Office
• Valid driver’s license, insurance and reliable transportation is required
• Availability to work outside of traditional business hours to travel locally
• Proven ability to handle confidential information with discretion
• Driven by a service and satisfaction ethos
• Self-motivated, able to juggle simultaneous projects and competing priorities

Preferred: 

• Familiar with project management tools (e.g., Trello, Figma) and CRMs (e.g., HubSpot) preferred but not required
• Experience working with diverse or vulnerable populations is strongly preferred
• Fluent in Spanish or other locally prevalent language 

Working at GrantLab  

Compensation: The salary range for the Project Coordinator position is $45,000 - $53,500 plus the opportunity to earn a discretionary performance-based annual bonus of up to 5% of salary. Final salary is based on depth and breadth of experience and qualifications.   

Benefits: We offer an excellent benefits package that includes 401(k) with employer match up to 5%; health, vision, and dental insurance (100% for employees, 50% for dependents); generous PTO and holidays; and professional development opportunities. 

Hybrid Work: Team members work in the office three days a week and remotely up to two days using technology provided by GrantLab.   

Culture: Our culture is driven by our Values:   

• Together with all: We partner with the community and strive to ensure progress is inclusive and equitable. 
• Solutions: We create and seize opportunities to overcome challenges with the urgency, accountability, and transparency Nevadans deserve. 
• Transform: We use new ideas, proven approaches, and actionable data to create powerful, lasting positive change. 
• Humanness: We live in curiosity, respect, and kindness to honor people who are the center of our work. 

Application Information  

Nevada GrantLab, an equal opportunity employer, seeks a broad and diverse candidate pool and encourages applications from people of all backgrounds. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability or other applicable legally protected characteristics. 

To be considered for this position, please send a cover letter and resume via email with “Project Coordinator” in the subject line to careers@nevadagrantlab.org. We anticipate starting interviews in late March or sooner.