Part-Time Executive Assistant / Project Coordinator (Contracted)

Job Description

Job Description

Executive Assistant / Project Coordinator

$40- $45/ Hour

Contract, Part-Time

About the company

We're working with a boutique, female-founded and female-led leadership coaching and consulting firm. We partner with senior leaders and executive teams through 1:1 coaching, group programs, and workshops, and we're a close-knit, mostly remote team that supports each other.

Role overview

We're hiring a Program & Executive Coordinator to run the day-to-day administration of our client engagements and support our CEO directly. This is a hands-on execution role: scheduling, coordination, assessment platform administration, recurring reporting, and producing accurate, client-ready materials on time.

You'll report to the CEO/Founder, managing her calendar, client communication, and the administration of her 1:1 coaching engagements. You'll also work daily with our Operations Manager to execute group programs and client-facing materials, and give light administrative support to our consultants and coaches.

Key responsibilitiesExecutive support to the CEO

• Manage a complex calendar and resolve conflicts the same business day
• Coordinate logistics for virtual and in-person client sessions, confirmed with all attendees at least three business days ahead
• Run your weekly 1:1 with the CEO, with a ClickUp agenda ready a day early covering open tasks, overdue items, and decisions needed
• Prepare agendas and materials ahead of the CEO's upcoming client meetings

1:1 coaching engagement coordination

• Act as scheduler and day-to-day contact for the CEO's coaching clients
• Track engagements in ClickUp, marking tasks complete the same day the work goes out
• Run client assessments, debriefs, and session workflows to the documented process
• Flag any engagement that slips its timeline within 1–2 business days

Group programs and workshops

• Serve as day-to-day contact for program sponsors, copying the Operations Manager
• Execute assigned program tasks in ClickUp to the dates set in each SOW

Assessment platform administration

• Gallup: order, distribute, track completion, follow up with non-responders, and deliver results on schedule
• EchoSpan: set up projects, manage raters, send reminders, and generate reports

Recurring operations

• Send reports, invoicing inputs, and hours reports on the 1st, 15th, and 30th
• File travel and expense documentation within five business days
• Name and file client documents to company conventions

Content production (as requested)

• Build decks, reports, and coaching materials in PowerPoint, Google Slides, and Canva using existing brand templates
• Submit polished first drafts (complete, proofread, on-template) to the Operations Manager within three business days of the brief

How we work

• ClickUp is our system of record, Google Docs holds our documents, and Slack is our internal channel; most clients use Microsoft 365 and Teams
• We use Claude and ChatGPT, but everything gets careful human review and editing before it reaches a client
• Meeting owners come with an agenda and a proposed solution, not just the problem
• We set weekly client deadlines and flag missed ones immediately

Qualifications

• 3–5+ years in executive support, engagement coordination, or program administration, ideally in professional services
• Fluency in a project management platform; ClickUp strongly preferred
• Strong production skills in PowerPoint, Google Slides, and Canva, working accurately within existing templates
• Clear writer in your own voice; comfortable using AI tools as a drafting aid and editing the output with good judgment
• Polished, professional presence with senior client contacts
• Owns mistakes proactively and brings solutions when flagging problems
• Familiarity with Microsoft 365 and Teams
• San Diego-based with availability for occasional in-person workdays preferred; fully remote candidates considered if available during Pacific business hours

Nice to have: experience with Gallup and/or EchoSpan. We'll train the right candidate.

Why you'll love it

• You take pride in bringing your A-game and becoming indispensable
• You have a sharp eye for detail and nuance, and stay organized across many projects at once
• You're proactive and self-led, and don't need close supervision to prioritize your work
• You're a problem-solver who picks up new tools quickly
• You want to work in a supportive, female-founded and female-led business
• You have a sense of humor and enjoy coworkers' dog pictures in Slack

Scope and hours may grow as the firm grows.

What this role doesn't include

To be clear about scope, this role does not cover sales or new business (proposals, pricing, MSAs, SOWs), ClickUp configuration or program timelines, project management of group programs, supervising consultants or coaches, or coaching and consulting delivery. It is a coordination and operations role, not a track into coaching.

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