Program Administration & Logistics Coordinator (Remote - US)

Position Purpose: 

The Program Administration & Logistics Coordinator provides high-quality administrative and logistical support to the Chief Program Officer (CPO) and Office of the CPO, helping the office operate efficiently and enabling senior program leaders to focus on their highest-priority work. 

The Coordinator manages scheduling, travel and expenses, supports contracting and procurement processes, and coordinates logistics for meetings, workshops, retreats, and other in-person gatherings. Working closely with program teams and Shared Services, the role helps connect RTSL’s distributed workforce by ensuring that meetings and convenings are thoughtfully planned, efficiently executed, and a positive experience for participants. 

Core Responsibilities: 

Executive and Office Coordination 

• Manage day-to-day calendar and scheduling needs for the CPO and Office of the CPO, coordinating meetings, resolving conflicts, protecting focus time, and helping keep schedules aligned with priorities.  

• Coordinate recurring and ad hoc meetings across multiple teams, geographies, and time zones.  

• Support the Office of the CPO’s operating rhythm, including scheduling leadership reviews, program leadership meetings, team meetings, and other recurring forums.  

• Anticipate administrative needs and proactively address scheduling, logistical, and coordination issues before they become barriers.  

• Maintain organized records, materials, and other administrative resources for the Office of the CPO.  

Travel and Expense Coordination 

• Coordinate travel arrangements for the CPO and, as needed, other members of the CPO Office, including transportation, accommodations, itineraries, and visa-related logistics.  

• Prepare, submit, and reconcile expense reports in accordance with RTSL policies and follow up on outstanding documentation or approvals.  

• Coordinate travel logistics for staff participating in program convenings, workshops, retreats, and other in-person gatherings.  

• Provide clear and timely logistical information to travelers and participants and troubleshoot issues as they arise.  

Meetings, Convenings, and Shared Logistics 

• Coordinate end-to-end logistics for leadership meetings, Program Senior Management Team meetings, program workshops, retreats, learning events, and other gatherings, including venues, travel, catering, materials, technology, and participant support.  

• Partner with program teams and Shared Services to plan and deliver effective in-person gatherings for RTSL’s distributed workforce.  

• Coordinate meeting materials, participant communications, room and virtual meeting setup, and on-site support, when needed.  

• Track and follow up on logistical actions and ensure responsibilities and deadlines are clear.  

• Anticipate participant needs and identify practical solutions that support inclusive, efficient, and well-run gatherings.  

• Maintain useful templates, checklists, vendor information, and lessons learned to improve the efficiency and consistency of future convenings.  

Contracts, Procurement, and Administrative Processes 

• Support the preparation and submission of contracting and procurement requests in coordination with Shared Services, Finance, Legal, and relevant program teams.  

• Track contracts, procurement requests, approvals, and other administrative processes through completion, following up with relevant stakeholders as needed.  

• Maintain accurate and organized records and documentation.  

• Develop a working understanding of RTSL’s administrative policies and processes and help colleagues navigate routine requirements.  

• Identify opportunities to streamline recurring administrative and logistical processes and improve how work gets done.  

Qualifications:  

Experience & Education 

• At least 5 years of experience in administrative coordination, executive support, event or meeting coordination, logistics, or a related area, ideally within a distributed or international organization.  

• Demonstrated experience supporting senior leaders with complex calendar, travel, and expense management.  

• Experience coordinating meetings, workshops, retreats, or other events involving multiple participants and logistical requirements.  

• Experience working across teams and coordinating with internal service functions and external vendors.  

• Experience supporting procurement, contracting, or other administrative workflows is desirable.  

• Bachelor’s degree preferred, or equivalent combination of education and relevant professional experience.  

Skills & abilities 

• Exceptional organizational and time-management skills, with strong attention to detail and follow-through.  

• Strong coordination and project-management skills, with the ability to manage multiple workstreams, deadlines, and dependencies simultaneously.  

• Ability to anticipate needs, identify potential problems, and take appropriate action with limited direction.