Executive Project Assistant

Executive Support Specialist / Executive Project Coordinator

Reports To: Executive Leadership

Status: Regular, Full-Time

Location: Hybrid / Remote with scheduled in-person support and occasional travel

POSITION SUMMARY

The Executive Support Specialist / Executive Project Coordinator provides proactive, confidential administrative and project coordination support across the executive leadership team—not solely the CEO. The role organizes executive priorities, calendars, communications, meetings, and cross-functional initiatives, helping leaders make timely decisions and execute effectively. This is a hybrid/remote position requiring strong independent work habits, with planned on-site support, occasional errands, and limited property or construction coordination as secondary responsibilities.

ABOUT FIT SOLUTIONS

FIT Solutions is a growing national IT services firm on a mission to impact the lives touched by technology. We foster a results-driven, adaptable culture centered on exceptional service, continuous development, accountability, and achieving personal, professional, and financial goals together.

PRIMARY RESPONSIBILITIES — EXECUTIVE & BUSINESS SUPPORT

• Support multiple executives and senior leaders, balancing competing priorities and protecting time for strategic work.
• Manage complex calendars, scheduling, travel, itineraries, appointments, and meeting logistics across in-person and virtual settings.
• Prepare agendas, presentations, correspondence, briefing materials, minutes, and follow-up communications; track action items to closure.
• Triage executive email and other assigned inquiries with discretion, responsiveness, and sound judgment.
• Coordinate leadership meetings, company events, client and vendor interactions, and executive-related employee onboarding activities.
• Maintain organized executive records, contact lists, documents, and confidential information in approved systems.
• Conduct research, compile information, and prepare concise reports or recommendations to support leadership decisions.

PRIMARY RESPONSIBILITIES — PROJECT COORDINATION & OPERATIONS

• Coordinate cross-functional executive projects: define deliverables, track owners and milestones, identify risks, and escalate blockers.
• Maintain project trackers, dashboards, status reports, and clear visibility into deadlines, budgets, and decisions.
• Develop and update standard operating procedures (SOPs), administrative workflows, and process documentation.
• Partner with department leaders to improve processes, support change adoption, and maintain accurate systems of record.
• Coordinate vendor due diligence, purchasing requests, invoices, expense coding, and basic administrative financial tracking within approved authority.
• Proactively anticipate needs, remove administrative obstacles, and adapt to shifting organizational priorities.

SECONDARY RESPONSIBILITIES — PROPERTY, CONSTRUCTION & SPECIAL PROJECTS

· Independently coordinate and oversee operations of executive-owned residential, vacation, and investment properties, including maintenance, repairs, landscaping, cleaning, rental turnovers, inspections, and vendor performance.

· Evaluate property needs, obtain and compare contractor proposals, recommend cost-effective solutions, and manage approved vendors and expenditures within delegated authority.

· Oversee construction and renovation initiatives, including budgets, contractor performance, project schedules, change orders, inspections, and completion of outstanding work.

· Serve as the primary point of contact for property managers, tenants, guests, and contractors, independently resolving routine issues and escalating significant financial, contractual, or operational decisions.

· Monitor property expenses, maintenance schedules, vendor agreements, and project documentation, proactively identifying risks, controlling costs, and providing periodic updates to executive leadership.

· Conduct site visits when required, coordinate property access, and perform local driving, errands, pickups, deliveries, and other business or personal assignments as needed.

KEY PERFORMANCE INDICATORS

· Executive Responsiveness: Inbox reviewed at least 4 times daily, with executive requests acknowledged within 2 business hours.

· Action Item Completion: At least 95% of assigned executive action items completed by their committed deadlines.

· Project Execution: At least 90% of project milestones completed on schedule, with blockers proactively addressed or escalated.

· Executive Reporting: Weekly project status updates delivered every Friday, including outstanding items, deadlines, and decisions needed.

· Meeting & Calendar Management: Meeting action items documented and assigned within 24 hours, with zero preventable scheduling conflicts.

· Property & Vendor Oversight: At least 95% of property and vendor follow-ups completed within agreed deadlines, with critical construction or maintenance issues escalated promptly.

SUCCESS PROFILE & COMPETENCIES

• Exceptional organization, prioritization, follow-through, and attention to detail.
• Strong written and verbal communication, diplomacy, professionalism, and confidentiality.
• Independent judgment and initiative in a distributed, fast-paced executive support environment.
• Ability to coordinate stakeholders and drive accountability without direct authority.
• Comfort with Microsoft 365 (Outlook, Word, Excel, PowerPoint), SharePoint, and project tracking tools.
• Budget awareness, accurate recordkeeping, vendor coordination, and willingness to learn unfamiliar systems.

EDUCATION & EXPERIENCE

• At least two years of experience in executive assistance, senior administrative support, project coordination, or a comparable role.
• Experience supporting multiple senior leaders, managing complex schedules, and coordinating projects preferred.
• Exposure to managed IT, professional services, property management, construction administration, or bookkeeping is helpful but not required.
• Ability to travel to scheduled in-person meetings or sites as needed; a valid driver’s license may be required for assigned driving duties.

WORK ARRANGEMENT & PHYSICAL REQUIREMENTS

Hybrid/remote work arrangement with a mix of remote execution and scheduled in-person executive, office, or project support. Worksite attendance and travel are based on business needs; occasional travel of up to approximately 10% may be required. Ability to occasionally lift up to 25 pounds and visit sites where appropriate safety precautions apply. Reasonable accommodations may be made.

BENEFITS

FIT Solutions has your back, and is proud to offer a rich benefit package to our employees, including:

• Health, Dental & Vision Insurance (premiums paid up to 99% for employee coverage)
• Options include, PPO, HDHP, HMO and ACO
• Multiple carrier options
• FSA (dependent and medical), HSA options (for qualified plans) and supplemental insurance options
• $10,000 employer-paid Life Insurance & AD&D (employees have the option to buy up)
• Paid holidays
• Paid time off
• Paid sick leave
• Retirement plan (401K)
• Professional training & development opportunities

AAP/EEO Statement

FIT Solutions is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We will not tolerate discrimination or harassment based on any of these characteristics