Project Coordinator/Executive Assistant

"

Position Overview: We are 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.

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
  
  

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.
  
  

"