Executive Assistant & Project Coordinator

Description:

Position Overview

The Executive Assistant & Project Coordinator is a key support role for the President and the broader organization. This position is ideal for someone who naturally takes ownership, follows through, stays organized, and enjoys figuring out what needs to happen next.

You will manage and follow up on the President’s priorities, coordinate smaller projects and business initiatives, communicate with employees and outside partners, and provide administrative and occasional personal-assistant support.

The successful candidate will not simply wait for the next task. They will anticipate needs, keep projects moving, identify potential problems, follow up consistently, and close the loop on outstanding items.

This is a hands-on position in a fast-paced environment where priorities can change quickly. The ability to move comfortably between executive support, project coordination, administrative work, and special assignments is essential.

What You’ll Do

Executive Support & Task Management

• Manage and maintain a centralized list of the President’s priorities, assignments, commitments, and pending decisions.
• Turn conversations, meetings, emails, and verbal direction into clear action items and deadlines.
• Follow up with employees, vendors, clients, contractors, and other contacts to ensure commitments are completed.
• Keep the President informed of progress, upcoming deadlines, outstanding items, and issues requiring attention.
• Resolve routine matters independently whenever possible.
• Help protect the President’s time by organizing information and bringing forward solutions rather than simply identifying problems.
• Anticipate scheduling, administrative, and logistical needs.

Project Coordination

• Coordinate smaller projects, business initiatives, facility matters, acquisitions, and special assignments.
• Maintain project timelines, task lists, budgets, purchases, deliverables, and supporting documentation.
• Coordinate with employees, vendors, clients, contractors, and service providers.
• Request and organize quotes and assist with comparing options and coordinating approvals.
• Schedule meetings, deliveries, installations, service appointments, inspections, and other project activities.
• Track estimates, invoices, receipts, purchases, and change requests.
• Identify delays, risks, and unresolved issues and recommend appropriate next steps.
• Follow projects through completion and ensure closeout items and records are organized.

Administrative Support to the President

• Manage calendar appointments, meetings, reminders, and scheduling priorities.
• Prepare correspondence, reports, spreadsheets, presentations, and meeting materials.
• Organize files, records, communications, and reference materials.
• Prepare for meetings by gathering information, confirming logistics, and documenting follow-up items.
• Draft and coordinate routine communications on behalf of the President.
• Assist with travel arrangements, reservations, itineraries, and related logistics.
• Handle confidential company, employee, financial, client, and personal information with discretion.

Personal Assistant Support

• Assist with occasional personal appointments, reservations, purchases, errands, and administrative tasks.
• Help coordinate personal and professional commitments.
• Research products, services, vendors, events, and other requested matters and present organized options.
• Maintain a high level of professionalism and discretion when handling personal or confidential information.

General Administration & Special Projects

• Support company-wide administrative initiatives and special projects.
• Maintain organized electronic and physical records.
• Assist with data entry, document preparation, filing, and other administrative tasks as needed.
• Provide administrative support to other departments when directed by the President.
• Take on additional responsibilities as the company’s needs evolve.

Requirements:

What We’re Looking For

• Proactive: You see what needs to be done and take action without waiting to be reminded.
• Highly organized: You can manage multiple projects, deadlines, conversations, and priorities without losing track of details.
• Accountable: When you take ownership of something, you follow it through to completion.
• Resourceful: You are comfortable researching answers, finding soluti…