Executive Assistant/Project Coordinator

Job Posting: Executive Assistant/Project Coordinator

Company: Summit Uniforms

Location: Remote (US-Based), Night Shift (8:00 AM to 5:00 PM US Pacific Time)

Employment Type: Full-Time

About the Company

We are a dedicated, close-knit business specializing in high-quality uniforms and gear for public servant professionals, including police officers and firefighters. Our team thrives on versatility, proactivity, ownership and collaboration. As we grow, we are looking for someone who can help keep all moving parts aligned, tracked, and executed.

Job Summary

We are looking for a highly organized, detail-focused, flexible, and proactive Executive Assistant / Project Coordinator to serve as the central hub for task and project execution across the company. This role will monitor tasks, manage projects, ensure follow-ups are completed, coordinate across departments, provide support on help desk ticket tracking, maintain progress dashboards, and assist with administrative duties.

You will work closely with management, store operations, back-office staff, and external vendors to ensure priorities are clear, nothing slips through the cracks, and progress continues on schedule.

This role is ideal for someone who thrives in a remote environment, enjoys structure, accountability workflows, and productivity tools, and who can learn the big picture while managing the small details.

Key Responsibilities

• Project Tracking and Management: Monitor and update trackers, dashboards, and reports for all pending tasks, special projects, and help desk tickets. Utilize or help implement project/task management tools (e.g., Trello, Asana, or similar) to organize priorities, assign follow-ups, escalate blockers when necessary, and ensure timely completion and visibility of progress.
• Coordination and Communication: Act as the primary coordinator between teams, handling emails, calls, and updates to keep everyone aligned—including store management, back office, the owner, and external vendors. Proactively ensure clarity on deliverables, deadlines, and accountability.
• Help Desk Support: Oversee help desk ticket intake and updates. Log new issues, track status and ownership, escalate unresolved items, and ensure proper follow-through until closure and adherence to expected resolution timelines.
• Reporting and Documentation: Prepare and maintain slides, trackers, and documents in Microsoft Office 365 for daily, weekly, and ad-hoc meetings. Provide concise status summaries, next-step action items, and identify overdue follow-ups.
• Ad-Hoc Tasks: Handle any administrative and operational tasks assigned by management, with a focus on project coordination and management.
• Process Improvement Support: Assist in coordinating new process rollouts, documentation updates, and tool adoption to improve operational efficiency, accountability, and cross-team workflow visibility.

Qualifications

Experience: At least 2+ years in a project coordination, operations support, administrative assistant, or executive assistant role.

Skills:

• Strong organizational and multitasking abilities with a keen eye for detail.
• Ability to understand the bigger picture while executing granular tasks.
• Familiarity with productivity tools (Trello/Asana, Notion, or similar).
• Proficiency with Microsoft Office 365 (Excel, Outlook, Teams, PowerPoint, Word).
• Good working knowledge of communication tools (email, messaging platforms, video calls).
• Excellent written and verbal English communication skills for clear, professional interactions.
• Ability to learn workflow logic, business processes, and operational dependencies across departments.
• Self-starter with proactive follow-through, ownership mentality, and high reliability.
• Ability to prioritize effectively when many items come in at once.
• Ability to work independently in a remote setting with reliable internet and self-motivation.
• Demonstrates discretion and professionalism when handling sensitive information.

Key Attributes of a Successful Candidate

• Detail-Oriented: Notices small errors, inconsistencies, and missed follow-ups.
• Accountability-Driven: Ensures tasks get done on time, by the right person.
• Process-Minded: Loves structure, trackers, and documentation.
• Adaptable: Comfortable with shifting priorities and new projects.
• Team Player: Coordinates smoothly with diverse personalities and roles.

Education: Bachelor's degree in Business Administration, Management, or a related field preferred but not required.

Other Requirements:

• Availability to work night shifts (8:00 AM to 5:00 PM US Pacific Time), Monday to Friday
• Reliable high-speed internet and a quiet, professional home office setup.
• Must be based in the Philippines for optimal time zone alignment with our US operations.

Job Types: Full-time, Permanent

Pay: Php25, Php35,000.00 per month

Benefits:

• Work from home

Work Location: In person