EA - Project Coordinator

We are seeking an experienced Executive Assistant with a strong focus on project management and coordination to support our executive team. The ideal candidate is a proactive problem-solver with exceptional organizational skills, able to manage projects and coordinate with cross-functional teams to ensure initiatives are executed efficiently. This role combines traditional executive assistant responsibilities with project management tasks, aiming to enhance operational flow and ensure the executive’s priorities are met. 

Key Responsibilities: 

• Project Management & Coordination 
  • Manage end-to-end project lifecycles for executive-led initiatives, from planning to execution and evaluation. 
  • Coordinate cross-functional teams to ensure project milestones and deliverables are met. 
  • Track and report project progress, risks, and results to stakeholders, ensuring clear communication on project status and timelines. 
  • Conduct research, compile data, and prepare reports to support project decision-making. 
• Executive Support 
  • Manage complex calendars, scheduling, and travel arrangements with high attention to detail. 
  • Draft, review, and manage communications on behalf of the executive, ensuring timely responses and clear communication. 
  • Prepare meeting agendas, presentations, and minutes; follow up on action items and ensure deadlines are met. 
  • Act as the primary point of contact between executives and internal/external stakeholders. 
• Operational Efficiency & Process Improvement 
  • Identify and implement process improvements within the executive’s scope of projects, enhancing productivity and efficiency. 
  • Develop and maintain project documentation, ensuring all records are organized and up to date. 
• Resource Management 
  • Monitor and manage budgets, resources, and timelines for executive-led projects. 
  • Source, negotiate with, and manage external vendors or resources when necessary. 
• Risk Management 
  • Proactively identify project risks and implement mitigation strategies to address them before they impact the project. 
  • Conduct regular reviews of project processes, providing recommendations for better risk management and efficiency. 

Qualifications: 

• Experience: At least 1 year of experience as an Executive Assistant, with at least 2 years supporting a C-Level executive, preferably in a remote capacity. 
• Strong knowledge of project management tools and methodologies. 
• Excellent organizational and multitasking skills. 
• Advanced Technology Proficiency: Strong proficiency with Microsoft Office (Word, Excel, PowerPoint) and Google Suite (Gmail, Calendar, Drive). Familiarity with project management and communication tools (e.g., Slack, Asana, Monday.com, or Trello).