Project Coordinator/Executive Assistant

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Position Overview: Seeking a highly skilled and organized Project Coordinator/Executive Assistant will support leadership with projects ensuring projects are completed efficiently and effectively. This role requires strong organizational and communication skills, multitasking abilities, and attention to detail.

The ideal candidate: The ideal candidate is an experienced administrative professional with a track record of acting as a trusted partner who goes beyond basic administrative tasks to strategically support their client's goals.

Key Responsibilities:

• Manage calendars, schedules, and coordinate meetings and events for directors

• Handle incoming and outgoing communications on behalf of leadership

• Draft and review emails, reports, and other documents for approval

• Screen and direct inquiries to appropriate parties

• Plan and coordinate travel arrangements, including flights and accommodations

• Prepare travel itineraries and ensure all necessary documents are in order

• Assist in preparing meeting agendas, presentations, and briefing materials

• Attend relevant meetings to record minutes and follow up on action items

• Organize and maintain files, records, and related documents

• Ensure document version control and confidentiality as needed

• Help plan and coordinate company events, conferences, and meetings

• Arrange logistics, catering, and materials for events when necessary

• Assist in monitoring and tracking departmental budgets and expenses

• Process expense reports and invoices for approval

• Provide administrative support for projects, including document management

• Interact with vendors, suppliers, on behalf of site leadership

• Assist in procurement processes and contract management

• Handle information with confidentiality and discretion

• Act as a point of contact to resolve issues in the absence of the Directors

• Conduct research on various topics as requested by the Directors

• Provide summaries and analysis of research findings

• Collaborate with other departments to ensure smooth operations

• Assist with cross-functional projects and initiatives

• Stay updated on industry trends and administrative tools

• Attend training or workshops to enhance skills

Job Category:

Admin Assistance/Digital Marketing

Skill Sets Required / Preferred

Skills and Qualifications:

• Must have at least two to three years’ experience as an administrative assistant.

• Excellent written and verbal communication skills, with a keen ability to manage multiple tasks and deadlines efficiently.

• Excellent time management

• Experience supporting executives in a virtual capacity.

• Familiarity with task management tools and apps for remote collaboration