Executive Project Assistant

Executive Support Specialist / Executive Project Coordinator

Reports To: Executive Leadership

Status: Regular, Full-Time

Location: Hybrid / Remote with scheduled in-person support and occasional travel

POSITION SUMMARY

The Executive Support Specialist / Executive Project Coordinator provides proactive, confidential administrative and project coordination support across the executive leadership team—not solely the CEO. The role organizes executive priorities, calendars, communications, meetings, and cross-functional initiatives, helping leaders make timely decisions and execute effectively. This is a hybrid/remote position requiring strong independent work habits, with planned on-site support, occasional errands, and limited property or construction coordination as secondary responsibilities.

ABOUT FIT SOLUTIONS

FIT Solutions is a growing national IT services firm on a mission to impact the lives touched by technology. We foster a results-driven, adaptable culture centered on exceptional service, continuous development, accountability, and achieving personal, professional, and financial goals together.

PRIMARY RESPONSIBILITIES — EXECUTIVE & BUSINESS SUPPORT

• Support multiple executives and senior leaders, balancing competing priorities and protecting time for strategic work.
• Manage complex calendars, scheduling, travel, itineraries, appointments, and meeting logistics across in-person and virtual settings.
• Prepare agendas, presentations, correspondence, briefing materials, minutes, and follow-up communications; track action items to closure.
• Triage executive email and other assigned inquiries with discretion, responsiveness, and sound judgment.
• Coordinate leadership meetings, company events, client and vendor interactions, and executive-related employee onboarding activities.
• Maintain organized executive records, contact lists, documents, and confidential information in approved systems.
• Conduct research, compile information, and prepare concise reports or recommendations to support leadership decisions.

PRIMARY RESPONSIBILITIES — PROJECT COORDINATION & OPERATIONS

• Coordinate cross-functional executive projects: define deliverables, track owners and milestones, identify risks, and escalate blockers.
• Maintain project trackers, dashboards, status reports, and clear visibility into deadlines, budgets, and decisions.
• Develop and update standard operating procedures (SOPs), administrative workflows, and process documentation.
• Partner with department leaders to improve processes, support change adoption, and maintain accurate systems of record.
• Coordinate vendor due diligence, purchasing requests, invoices, expense coding, and basic administrative financial tracking within approved authority.
• Proactively anticipate needs, remove administrative obstacles, and adapt to shifting organizational priorities.

SECONDARY RESPONSIBILITIES — PROPERTY, CONSTRUCTION & SPECIAL PROJECTS

· Independently coordinate and oversee operations of executive-owned residential, vacation, and investment properties, including maintenance, repairs, landscaping, cleaning, rental turnovers, inspections, and vendor performance.

· Evaluate property needs, obtain and compare contractor proposals, recommend cost-effective solutions, and manage approved vendors and expenditures within delegated authority.

· Oversee construction and renovation initiatives, including budgets, contractor performance, project schedules, change orders, inspections, and completion of outstanding work.

· Serve as the primary point of contact for property managers, tenants, guests, and contractors, independently resolving routine issues and escalating significant financial, contractual, or operational decisions.

· Monitor property expenses, maintenance schedules, vendor agreements, and project documentation, proactively identifying risks, controlling costs, and providing periodic updates to executive leadership.

· Conduct site visits when required, coordinate property access, and perform local driving, errands, pickups, deliveries, and other business or personal assignments as needed.

KEY PERFORMANCE INDICATORS

· Executive Responsiveness: Inbox reviewed at least 4 times daily, with executive requests acknowledged within 2 business hours.

· Action Item Completion: At least 95% of assigned executive action items completed by their committed deadlines.

· Project Execution: At least 90% of project milestones completed on schedule, with blo…