Executive Assistant & Project Coordinator

About the Role

THE LABATORIAN is a skincare and dietary supplement brand focused on science, product development, and data accuracy.

We are looking for an Executive Assistant & Project Coordinator to support the executive in managing schedules, information, meetings, and cross-functional coordination. This role will also play an important part in coordinating and tracking new product development projects to ensure that timelines, deliverables, and follow-ups stay on track.

This role is ideal for someone who is highly organized, detail-oriented, proactive, and comfortable coordinating multiple stakeholders and following up on tasks through to completion.

Key Responsibilities

1. Executive Assistant

• Manage the executive’s calendar, meetings, appointments, and schedules.
• Prioritize appointments and daily tasks based on urgency and importance.
• Prepare relevant documents, information, and briefing materials ahead of meetings.
• Coordinate special assignments and ad-hoc tasks for the executive.
• Coordinate business trips, accommodations, transportation, and related logistics.

2. Project Coordination

• Prepare meeting agendas, documents, and relevant information; record key discussions and action items.
• Maintain task lists and project trackers, including owners, deadlines, and project status.
• Coordinate with relevant teams and follow up on progress to ensure projects stay on schedule.
• Follow up on outstanding tasks until completion or a clear resolution is reached.
• Identify and proactively flag potential issues, risks, or delays that may impact project timelines.
• Summarize project status, key issues, and action items to support effective management and decision-making.

3. New Product Development Coordination

• Coordinate with Product, Pharmacist, Manufacturing, Design, and other relevant teams.
• Track product development timelines and key project milestones.
• Follow up on product samples, feedback, and revisions.
• Coordinate packaging, artwork, and relevant documentation.
• Follow up on production schedules and ensure key milestones are on track.
• Consolidate information from different teams to provide a clear overview of project progress.
• Coordinate issue resolution and follow up until clear conclusions are reached.

Note: This role focuses on project coordination and progress tracking. Product formulation and technical approval will be handled by the relevant specialists.

4. Information & Documentation Management

• Collect and consolidate information from multiple teams.
• Review information for completeness and accuracy.
• Summarize key information in a clear and concise format.
• Prepare status reports and project updates for the executive.
• Maintain organized records and important documents.
• Handle confidential company and stakeholder information with discretion.

5. Special Projects & Ad-hoc Tasks

• Support special projects and initiatives assigned by the executive.
• Coordinate with external parties and business partners when required.
• Assist with planning and tracking projects outside of routine responsibilities.
• Take ownership of ad-hoc assignments that require problem-solving, coordination, and follow-through.

Qualifications

• Bachelor’s degree in any relevant field.
• 3-5+ years of experience in Executive Assistant, Project Coordinator, Project Management, or a similar roleinvolving cross-functional coordination.
• Strong organizational and time-management skills, with the ability to manage multiple priorities.
• Strong attention to detail and ability to identify gaps, organize information, and summarize key points.
• Excellent communication and interpersonal skills, with the ability to follow up professionally and effectively.
• Proactive, responsible, adaptable, and able to exercise good judgment.
• High level of confidentiality, professionalism, and discretion.
• Proficient in Google Workspace / Microsoft Office, spreadsheets, calendars, and project tracking tools.
• Good command of English, particularly for reading documents, written communication, and coordination.
• Able to drive and hold a valid driver’s license.
• Experience working with manufacturers or coordinating product development projects will be an advantage.

Compensation & Benefits

• Salary negotiable based on experience and qualifications
• Premium health insurance
• 10 days of annual paid vacation
• 1 Wellness Day per year
• Special occasion support for significant life events
• Professional development courses and opportunities to develop new skills
• Early access to product prototypes before public launch
• Monthly skincare allowance for THE LABATORIAN products
• Company activities, trips, and annual celebrations
• Birthday Gift
• Performance-based bonus
• International travel opportunities based on business needs
• Career growth opportunities toward a Manager-level position based on performance and scope of responsibility
• Company vehicle upon promotion to Manager level, subject to company criteria and applicable conditions

Please do not disclose confidential information belonging to your current or previous employer.