Administrative Coordinator
1 week ago
Executive Support Specialist
DescriptionWe are seeking a highly organized and proactive professional to provide end-to-end support across executive needs, project management, and operational coordination.
This individual will thrive in a fast-paced environment, juggling multiple priorities, and bringing both executive assistant polish and project management discipline.
As a remote role requiring availability during US hours, you will have the flexibility to work from anywhere while maintaining seamless communication with our team.
Key Responsibilities
- Executive & Personal Support
- Manage calendars, appointments, and scheduling with proactive conflict resolution.
- Handle personal errands, research vendors/services, and coordinate lifestyle needs.
- Screen and manage communications (email, Slack, phone), ensuring timely responses.
- Organize complex meetings (virtual/in-person), prepare agendas, gather materials, and capture minutes.
- Manage calendars, appointments, and scheduling with proactive conflict resolution.
- Travel & Logistics Management
- Anticipate all travel needs, including accommodations, meals, and personal care.
- Build comprehensive itineraries with contingency planning.
- Coordinate amenities, vendors, and local arrangements.
- Anticipate all travel needs, including accommodations, meals, and personal care.
- Project & Task Management
- Maintain project plans in ClickUp (or similar PM tools), assign tasks, track deadlines, and ensure deliverables.
- Manage daily agendas, meeting prep, and top-of-day reminders for executives.
- Track backend project progress across multiple clients/accounts.
- Support reporting and data entry into project boards and dashboards.
- Assist with ad-hoc tasks such as light copy drafting, vendor coordination, and updating templates.
- Maintain project plans in ClickUp (or similar PM tools), assign tasks, track deadlines, and ensure deliverables.
- Communication & Coordination
- Act as liaison between executives, internal teams, and external partners.
- Provide regular updates, ask clarifying questions, and ensure smooth handoffs.
- Create one-pagers, meeting dossiers, and weekly reporting summaries.
- Act as liaison between executives, internal teams, and external partners.
- 4+ years of experience as a Personal Assistant, Executive Assistant, or Project Management Assistant (agency/startup environment preferred).
- Proven ability to manage multiple stakeholders, priorities, and deadlines.
- Proficiency with ClickUp (or similar PM tools), Google Workspace, Slack, and Excel/Google Sheets.
- Excellent organizational skills with strong follow-through and attention to detail.
- Strong communication skills (written & verbal) across all organizational levels.
- Comfortable facilitating live calls and documenting action items in real-time.
- Ability to work US hours.
If you're ready to combine your project management expertise with executive-level support, we'd love to have you as a key partner in our success.
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