Drive To Zero Project Coordinator (Xico)

Overview

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CALSTART does not ask for any fees or personal information such as social security numbers or bank details during the recruitment process.

About CALSTART : CALSTART is a mission-driven industry organization focused on transportation decarbonization and clean air for all. For over 30 years, CALSTART has developed, assessed, and implemented large-scale, zero-emission transportation solutions to mitigate climate change and support economic growth. CALSTART works with businesses, organizations, governments, and communities to create real-life impact toward clean air and equitable access to clean transportation for all. CALSTART provides scientific, technical and policy support for regulatory development and clean technology and infrastructure acceleration.

About the Role

The DTZ Project Coordinator role offers the chance to work at the center of a global initiative with direct impact in creating a healthier climate, cleaner air and a sustainable transport ecosystem working alongside governments, businesses and knowledge partners. It is an ideal opportunity for someone who is detail-oriented, loves coordination, thrives in dynamic environments, and wants to contribute meaningfully to advancing zero-emission transportation worldwide.

Duties & Responsibilities

• Event & International Network Coordination :
  • Track deadlines, submit materials and plan and coordinate timelines for major global and regional events, including in-person events like COP, CEM, ITF and virtual events (Global MOU meetings) to ensure events are effective and well executed.
  • Coordinate internal team participation and prep for events, including briefing materials and debrief sessions.
  • Coordinate outreach to potential event sponsors and support sponsor relationship management.
• Project Management & Follow-Up :
  • Monitor project timelines and ensure follow-ups on key tasks, including stakeholder outreach and internal deliverables.
  • Support event organization by inviting and coordinating panelists, tracking submissions, and ensuring timely responses from staff and participants.
  • Facilitate internal project tracking and team check-ins to ensure progress and accountability.
• Logistics & Administrative Support :
  • Arrange travel logistics, particularly for the Senior Director and representatives attending international events including the General MOU Summit.
  • Support internal meeting scheduling, agenda development, and note-taking for team and collaborative meetings.
  • Prepare briefing materials and ensure timely access to relevant documents for meetings, events, and stakeholder engagements.
  • Support external meeting scheduling with partner countries, and engagement status tracking.
• Systems & Information Management :
  • Organize and maintain up-to-date records and documentation across platforms and systems, including presentations and annual reports, ensuring accessibility, version control, and clear labeling.
  • Ensure materials are well-organized and readily accessible to support internal coordination and external communications.
  • Coordinate internal communications to ensure team members are informed and aligned on priorities, updates, and deadlines.

Qualifications

• Minimum of 3-5 years of professional experience.
• Bachelor's degree.
• Strong project, organizational and time management skills, with the ability to handle multiple priorities.
• Excellent and proactive communication and interpersonal skills, with experience engaging with high-level stakeholders in a fast-paced environment.
• Detail-oriented with the ability to track deadlines, follow up on key tasks, and maintain well-organized records.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, SharePoint, Teams, Planner), videoconferencing tools (Zoom, Teams), and project management tools (Monday, Planner).
• Experience with event coordination, international partnerships, or stakeholder engagement in an international setting.

Desired Qualifications

• Fluency in Spanish or French
• Prior experience working in a policy, sustainability, or international collaboration setting.
• Experience incorporating AI tools for workflow optimization.
• Experience working in multicultural, multilingual settings with an international community.

CALSTART values transparency and strives to provide as much information regarding compensation as possible. The complete salary range for this role is $40,000-$***** per year . We determine pay based on several factors, including but not limited to job-related skills, qualifications, experience, education, internal equity and other factors relevant to the job. We understand that not everyone will match the above qualifications 100%. If your background isn't perfectly aligned but you feel you would be a great addition to the team, we'd love to hear from you. We're a tight-knit team of world-class innovators, business.