Project Manager Executive Assistant

Role Description

We're seeking detail-oriented Executive Assistants to support our Project Management team in managing intercom installation projects across the country. Our Project Managers handle complex technical installations from design through completion, and they need skilled EAs to manage the administrative and coordination aspects that keep projects running smoothly.

You'll be the operational backbone for your assigned PM, managing communications, coordinating logistics, and ensuring nothing falls through the cracks across multiple simultaneous installation projects.

What You’ll Do

• Project Coordination:
  • Schedule and coordinate site visits between installers and clients
  • Capture and organize site visit data and documentation
  • Manage project timelines and milestones within Notion
• Logistics Management:
  • Schedule hardware shipments and coordinate delivery logistics
  • Provide accurate ETAs to both clients and installers
  • Track shipments and proactively address any delays
• Communication Management:
  • Serve as the primary point of contact in your PM's inbox
  • Manage email communications with installers, clients, and internal teams
  • Follow up with installers on project status and outstanding items
  • Ensure timely responses and clear communication across all stakeholders
• Knowledge Management:
  • Document recurring installer and client questions
  • Create and maintain help articles and resources
  • Build a knowledge base to streamline future projects
• Administrative Support:
  • Maintain organized project files and documentation
  • Update project management systems with current information
  • Handle ad-hoc administrative tasks as needed

Qualifications

• Proven experience as an Executive Assistant, Project Coordinator, or similar role
• Exceptional organizational skills with ability to manage multiple projects simultaneously
• Strong written and verbal communication skills
• Highly proficient with project management tools (Notion experience preferred)
• Comfortable managing high email volume and prioritizing communications
• Self-starter who can work independently with minimal supervision
• Strong attention to detail and follow-through

Benefits

• Work From Home: Fully remote setup with local support
• Generous Paid Time Off: Start with 18 paid leaves annually
• U.S. Holiday Observance: Enjoy U.S. holidays off
• Professional Environment: Join a supportive, growth-oriented global team