Project Coordinator Military Heroes

The PenFed Foundation for Military Heroes is hiring a (Hybrid) Project Coordinator Military Heroes at our Tysons, Virginia location.  The Project Coordinator for our Military Heroes Program plays a critical role in supporting the operational, administrative, and strategic functions of the program. This position ensures seamless day-to-day coordination across departments. The role is essential in keeping projects, events, leadership initiatives, and Board engagement efforts on track.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This is not intended to be an all-inclusive list of job duties and the position will perform other duties as assigned.

• Military Heroes Program Operations and Coordination
  • Oversee day-to-day logistics for our Military Heroes Program initiatives and partnerships
  • Maintain program timelines, deliverables, contracts, agreements, MOUs, and cross-department coordination
  • Track partnership and sponsorship deliverables
  • Monitor and manage the shared inbox, ensuring timely and professional responses.
• Executive & Leadership Support
  • Manage calendar scheduling and coordinate meetings for Foundation leadership related to the Military Heroes Program
  • Coordinate travel arrangements, itineraries, and expense reporting for Military Heroes events
  • Draft correspondence, talking points, and follow-up communications
  • Support preparation of materials and take detailed notes for leadership meetings and partnership calls and track action items
  • Create presentations and strategic updates for internal and external audiences
  • Ensure Military Heroes news releases are executed in a timely manner
• Board & Governance Support
  • Coordinate and schedule Board meetings that include Military Heroes Program reporting
  • Prepare and distribute Board materials for PenFed Foundation and PenFed Credit Union Board meetings
  • Take minutes at Board meetings and maintain official records
  • Track Board follow-ups and governance documentation
  • Serve as primary point of contact for all matters related to our outside counsel and Military Heroes partnerships (agreements, contracts, MOUs, etc.)
  • Coordinate and schedule quarterly pre-Board meeting briefing
  • Serve as primary point of contact for Board members and PenFed Credit Union Executive team
• Financial & Administrative
  • Process and track invoices and Military Heroes Program reimbursements
  • Process incoming mail and manage outgoing shipments
  • Support expense reconciliation and approve Military Heroes Program expenses
  • Coordinate vendor payments and contracts (i.e, Feathr, Basecamp, Nehan, CVENT 4media, OneDegree, Kindsight)
  • Track and manage Military Heroes program software and platform renewals, payment, and IT compliance.
• Event Logistics
  • Assist with planning and execution of Military Heroes Program events and fundraisers
  • Manage and maintain Military Heroes Program and Foundation swag inventory
  • Package and ship materials for events, donors, and partners
  • Coordinate Military Heroes event materials and supply distribution
  • Coordinate volunteers supporting program events

*This role is responsible for ensuring business continuity.*

Equivalent combination of education and experience is considered.

• Bachelor’s degree preferred
• 2-4 years of administrative, project coordination, or nonprofit experience
• Strong organizational and time management skills
• Excellent written and verbal communications skills
• Proficiency in Microsoft Office
• Ability to manage multiple priorities with attention to details
• Experience with Microsoft Copilot preferred
• Professional discretion and ability to handle confidential information

Supervisory Responsibility

This position will not supervise employees.

Licenses and Certifications

There are no additional certifications required.

Work Environment

While performing the duties of this job, the employee is regularly exposed to an indoor office setting with moderate noise.

*Most roles require working in an office setting with moderate noise and the ability to lift 25 pounds.*

Travel

Ability to travel to various worksites and be on-call may is required.

#LI-Hybrid