Executive Assistant & Project Coordinator

About the Role
We are a small, high-performing team supporting a principal whose work spans philanthropy, music and media, and institutional partnerships. We are seeking a proactive, highly organized Executive Assistant & Project Coordinator who can move between executive support and owning projects from start to finish. This role suits an early-career professional who is resourceful, discreet, fluent with technology, and ready to take ownership of tasks and projects with increasing independence.

This is a demanding role with a variable schedule. The position requires on-site presence and flexible availability, including evenings and weekends as needed. Work can exceed 40 hours per week, especially during busy periods, travel, and project deadlines. This role offers direct exposure to a principal’s work across philanthropy, music, and media, with responsibilities that expand as experience and trust grow.

Responsibilities

Executive & Administrative Support

• Manage calendars, correspondence, and scheduling with discretion and sound judgment
• Coordinate domestic and international travel, including itineraries, bookings, and changes
• Prepare briefing materials, meeting notes, and follow-ups
• Maintain organized files, contacts, and databases
• Support office operations, errands, and ad hoc requests

Project Coordination

• Coordinate short- and long-term projects from planning through delivery, including timelines, task tracking, and stakeholder follow-up
• Serve as point of contact for external partners, vendors, and contractors
• Coordinate content production workflows, including video edits, review cycles, and publishing schedules
• Manage social media scheduling, posting, and monitoring in coordination with contractors

Research, Analysis & Communications

• Prepare reports, presentations, and research documents to inform decision-making
• Evaluate incoming proposals, invitations, and partnership requests, and summarize recommendations
• Draft formal correspondence and external-facing materials in a polished, institutional register

Qualifications

Required

• 2+ years of experience in executive assistance, project coordination, or a comparable role
• Advanced proficiency with AI tools for research, drafting, analysis, and document production, with the judgment to verify and refine output
• Proficiency in Google Workspace, Microsoft Office, Zoom, Slack, and Canva; quick to learn new platforms
• Excellent formal written and verbal communication
• Strong organizational skills and attention to detail across multiple concurrent priorities
• Demonstrated discretion with confidential information

Preferred

• Experience supporting a senior executive or high-profile principal in a fast-paced, small-team environment
• A hands-on, no-task-too-small approach and consistently high standards
• Experience with social media management or video editing

Pay: From $35.00 per hour

Expected hours: No less than 35.0 per week

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person