Executive Assistant/Project Coordinator

Position Summary

The Executive Assistant (EA) provides high-level support to a Vice President by managing executive operations, driving strategic initiatives, and ensuring effective execution of key business priorities. This role combines traditional executive support responsibilities with project management and governance functions, serving as a trusted partner to leadership and a central point of coordination across multiple stakeholders.

The ideal candidate is highly organized, proactive, and capable of managing competing priorities in a fast-paced environment. They possess strong communication, stakeholder management, and project coordination skills, with the ability to influence outcomes and drive accountability across teams.

Key Responsibilities

Executive Support (35%)

• Manage and prioritize the Vice President's calendar, ensuring alignment with strategic business objectives.
• Prepare executive-level presentations, reports, communications, and briefing materials.
• Coordinate leadership meetings, governance forums, operating reviews, and executive staff meetings.
• Track and monitor action items, decisions, and commitments arising from leadership discussions.
• Arrange domestic and international travel, executive visits, and leadership events.
• Serve as a gatekeeper and trusted liaison between the VP and senior leaders, ensuring timely communication and issue resolution.
• Manage confidential and sensitive information with professionalism and discretion.
• Support executive decision-making through research, analysis, and meeting preparation.

Project Management & Governance (65%)

• Maintain oversight of the portfolio of VP-sponsored initiatives and strategic projects.
• Develop and manage project plans, timelines, milestones, and governance activities.
• Track project progress, risks, dependencies, and issues to ensure successful execution.
• Follow up with leaders and stakeholders accountable for project deliverables and commitments.
• Prepare executive dashboards, status reports, and performance updates for leadership review.
• Facilitate governance meetings and document key decisions, actions, and outcomes.
• Drive accountability by ensuring agreed actions are executed and tracked to completion.
• Identify opportunities to improve operational effectiveness, project execution, and reporting processes.
• Coordinate cross-functional initiatives and facilitate collaboration among business partners.

Minimum Qualifications

• Bachelor's degree in Business Administration, Project Management, Operations Management, or a related field.

• 2-5 years of experience in one or more of the following areas:

  • Executive Assistant support for senior leadership
  • Chief of Staff or Chief of Staff support functions
  • Project Management
  • PMO (Project Management Office)
  • Business Operations

• Experience supporting executive-level stakeholders and managing multiple priorities simultaneously.

• Strong project coordination and stakeholder management experience.

• Advanced proficiency in Microsoft Office Suite, particularly PowerPoint, Excel, Outlook, and Teams.

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Preferred Qualifications

• Experience supporting Vice President-level or senior executive leaders.
• Background in PMO governance, business operations, or strategic planning.
• Exposure to enterprise-scale projects or cross-functional initiatives.
• PMP, CAPM, Scrum, or other project management certifications are a plus.
• Experience developing executive dashboards and leadership reporting.

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Key Competencies

• Executive Presence
• Project Management & Governance
• Stakeholder Management
• Organizational Agility
• Strategic Thinking
• Communication & Presentation Skills
• Attention to Detail
• Influence Without Authority
• Problem Solving
• Confidentiality & Professional Judgment
• Time Management & Prioritization
• Cross-Functional Collaboration

Willing to work onsite

Willing to work on night shift