We are seeking a high-performing Executive Assistant & Project Coordinator to serve as a true right-hand partner to one of the owners. It’s multi-entity business group, some days are super-fast paced, other days are working on planning items. This is not your typical admin job—this role blends executive support, personal concierge-level assistance, and other duties to complete specific projects.
The right person is extremely organized, resourceful, detail-obsessed, and thrives in a dynamic environment. You’ll work across accounting, real estate, client services, and tech-adjacent teams. You must be equally comfortable booking hard-to-get reservations as you are reviewing documents, following up on project deliverables, or supporting M&A activity.
This is a high-visibility, high-impact position for someone who wants to grow into an operations role over time.
Key Responsibilities
Executive & Personal Support
- Manage calendar, travel (domestic & international), and meeting coordination
- Monitor and manage inboxes, draft responses, and escalate key messages
- Book and confirm hard-to-obtain reservations (e.g., restaurants, hotels, flights)
- Assist with personal admin (appointments, Secretary of State renewals, rental properties, etc.)
Project & Task Management
- Use Monday.com (or other program) to track tasks, priorities, and team assignments
- Follow up with internal staff and vendors on outstanding tasks and reports
- Organize files, contracts, renewals, and documentation (OneDrive, Teams, DocuSign)
- Ensure timely renewals for licenses, insurance, and registrations across entities
Client & Team Communication
- Serve as point-of-contact for scheduling and follow-up
- Assist in preparing first drafts of contracts, LOIs, and term sheets from templates
- Help oversee task accountability for internal and external team members
Business Support & Coordination
- Interface with operations teams to ensure key initiatives stay on track
- Review financials, reports, and KPIs for trends, red flags, or discussion points
- Coordinate across departments to gather information and relay updates to the owner
- Support occasional high-level research or business development activity
Ideal Candidate Profile
- Experience: 3+ years supporting C-level executives in high-growth or entrepreneurial environments
- Follow-through: You don’t drop the ball. Ever.
- Detail-oriented: Spelling or formatting errors are a deal-breaker in this role
- Education: Bachelor’s degree preferred, but equivalent experience and skills accepted
- Tech-savvy: Comfortable learning and using tools like Monday.com, OneDrive, Teams, QuickBooks Online, DocuSign, and AI transcription tools
- Communication: Exceptionally strong verbal and written communication skills
- Organization: Can handle a fast-moving task list, competing deadlines, and multiple channels of communication
- Discretion: Able to handle sensitive information with professionalism and confidentiality
- Problem-solver: Sees inefficiencies and proactively addresses them
- Growth-oriented: Willing to learn the business and grow into a broader operations role over time
Perks & Benefits
- Competitive salary + performance-based bonus
- 401(k) plan with matching
- Medical, dental, and vision insurance
- PTO and paid holidays
- Mentorship and leadership development from a serial entrepreneur
This Role Is NOT for You If:
- You require step-by-step instructions every day
- You’re uncomfortable wearing many hats
- You get overwhelmed when there’s no clearly defined path
- You’re not tech-forward or curious about new tools and systems
