Project Coordinator & Executive Assistant

Job Description

Job Description

What You’ll Do

As Project Coordinator & Executive Assistant, you’ll act as the central hub for our content production process and leadership support. You'll work closely with both in-house team members and external contractors to ensure that projects stay on schedule, deliverables meet expectations, and no detail slips through the cracks.

Executive Support & Administration

• Provide proactive executive support, including managing calendars, scheduling meetings, and coordinating complex itineraries or travel arrangements
• Handle correspondence, prepare briefing materials, and manage communications on behalf of leadership
• Assist with meeting preparation, drafting agendas, taking meeting notes, and tracking action items to completion

Contractor Management

• Onboard subject matter experts (SMEs), writers, and specialists for small, project-based tasks
• Set clear expectations, timelines, and deliverables
• Review contractor submissions for quality and completion
• Approve and process payments upon successful delivery of work

Project & Task Coordination

• Use our project management software to build and maintain clear Project boards
• Organize and track tasks for the in-house production team
• Monitor progress, flag blockers, and keep timelines realistic
• For long-term projects, map out workload across months to prevent bottlenecks

CRM & Marketing Support

• Administer and manage our CRM system (hands-on experience handling a CRM is a must), ensuring accurate contractor records and tracking customer needs
• Set up workflows and automations within systems like Zoho to streamline operations and communication
• Assist with the coordination of marketing efforts and campaigns to support production goals

Tools You’ll Use

You should be comfortable using — or quickly learning — the following platforms:

• Project and task management tools
• Zoho and other CRM systems (experience setting up automations is essential)
• Calendar, email, and productivity suites (e.g., Google Workspace or Microsoft 365) for executive scheduling and support
• Dropbox for file management and sharing
• Microsoft Teams for internal and external communications
• Proprietary software unique to our workflow (we’ll provide training)

What You Bring

• Proven experience in project coordination and/or acting as an Executive Assistant supporting leadership
• Hands-on CRM experience with a proven ability to configure systems (like Zoho) and build automations
• Exceptional tech-savviness, with an intuitive approach to learning and utilizing online systems and software
• Strong project coordination experience (especially managing contractors or freelancers)
• Familiarity with course development, instructional design, or content production is a big plus
• Proficiency with project management tools and experience designing intuitive, actionable task boards
• Excellent organizational skills — you see both the big picture and the small details
• Clear communicator — written, verbal, and digital
• Able to balance structure with flexibility in a fast-paced, creative environment

Bonus Points If You Have

• Experience coordinating marketing efforts or campaigns
• Experience working in education, e-learning, or publishing
• An understanding of how to scope and forecast team workloads
• A natural instinct for spotting misaligned timelines or resourcing gaps before they become issues