Executive Assistant & Project Coordinator

Location: Hartsdale, NY
Job Type: Full-time, Part-time, or Contract

Job Overview:

I am looking for a highly organized, proactive, and tech-savvy Executive Assistant & Project Coordinator to take over my administrative workload and help me manage projects and the teams or vendors executing them . This role is critical in ensuring that operations run smoothly, deadlines are met, and high-priority tasks are efficiently executed without my direct involvement in every step.

This is a high-trust, high-impact role —the ideal candidate will be responsible for tracking and following up on delegated tasks, maintaining organization across multiple projects, and ensuring I can focus on strategic initiatives rather than day-to-day admin work.

A background in paralegal work, contract drafting, or legal documentation is highly preferred , as this role will also involve managing leases, contracts, and other legal or business agreements.

Key Responsibilities:

1. Administrative & Workflow Management

• Take ownership of administrative tasks, freeing up my time for higher-level work.
• Manage my email, calendar, scheduling, and meeting coordination to optimize efficiency.
• Organize documents, maintain records, and handle correspondence.
• Draft reports, summaries, and follow-up emails as needed.

2. Project & Task Management

• Track and oversee all assigned projects , ensuring they move forward on schedule.
• Serve as the main point of contact for vendors, contractors, and internal teams executing delegated projects.
• Regularly follow up on outstanding tasks and deadlines, keeping projects on track.
• Identify and address bottlenecks, escalating issues only when necessary.

3. Paralegal & Document Drafting Support (Preferred but not required)

• Assist in drafting, reviewing, and managing contracts, leases, and legal documents .
• Work with legal counsel and stakeholders to ensure documents are accurate, compliant, and well-structured .
• Maintain a repository of contracts, amendments, and legal correspondences for easy access and reference.

4. Communication & Coordination

• Act as a liaison between me and the people executing projects, filtering and summarizing information before escalating.
• Ensure clear communication of priorities and deliverables across all teams.
• Prepare summaries and updates for me on key projects and administrative matters.

5. Technology & Automation

• Utilize tools such as Trello, Asana, Monday.com, Slack, or other project management software to keep projects organized.
• Leverage automation and software solutions to streamline administrative tasks and increase efficiency.
• Research and implement tech-driven solutions to improve workflow and task tracking.

Qualifications & Skills:

• Highly organized, detail-oriented, and proactive —able to keep multiple projects running smoothly without constant supervision.
• Strong project management skills , with experience in tracking deliverables and coordinating with different stakeholders.
• Excellent written and verbal communication skills —able to summarize information concisely and professionally.
• Tech-savvy , with experience in using project management tools (Trello, Asana, Notion, Monday.com, or similar) and office productivity software (Google Workspace, Microsoft Office, etc.) .
• Ability to anticipate needs and take initiative —I don’t want to micromanage; I need someone who can take ownership.
• Paralegal experience, contract drafting, or legal documentation experience is highly preferred.
• Prior experience in executive assistance, project coordination, or operations management is a plus.

Preferred Qualifications:

• Background in business administration, project management, real estate, legal support, or operations .
• Experience working in real estate, technology, legal, or business consulting is a plus.
• Strong problem-solving skills and the ability to think strategically about improving workflows .

Why Join?

• Direct exposure to decision-making —this is not just an admin role; you will be deeply involved in project execution and business operations .
• High level of autonomy —I’m looking for someone who can take control of their work and drive outcomes.
• Opportunity for growth —the role can evolve into a higher-level operational or managerial position.
• Hands-on experience with high-value projects —you’ll be managing meaningful work, not trivial tasks.
• Work on legal and business-critical tasks , including contract drafting, lease negotiations, and legal document management .

If you’re a highly capable, organized, and strategic thinker who can take tasks off my plate and ensure things get done, I’d love to hear from you! Apply today.

Please apply with your Minimum required salary.

expected salary range $50k -- $80k