Executive Assistant & Project Coordinator

Executive Assistant & Project Coordinator

We are seeking a highly organized, proactive, and adaptable Executive Assistant & Project Coordinator to support a fast-paced innovation team.

This role combines executive and administrative support with project coordination, meeting logistics, stakeholder communication, and follow-up across multiple initiatives.

The ideal candidate is detail-oriented, comfortable managing changing priorities, and skilled at keeping meetings, projects, documentation, and action items organized. Success in this role requires strong communication, consistent follow-through, and the ability to anticipate needs and help ensure important tasks stay on track.

This position is fully remote and requires excellent written and verbal English communication skills.

Executive and Administrative Support

• Provide day-to-day administrative support to innovation leadership.
• Coordinate calendars, meetings, appointments, and scheduling across multiple stakeholders and time zones.
• Prepare meeting agendas, presentation materials, notes, and follow-up action items.
• Track decisions, commitments, owners, and deadlines to support timely completion.
• Assist with document preparation, presentations, reports, and internal communications.
• Maintain organized files, project documentation, and shared resources.
• Monitor and appropriately route incoming requests and communications, as needed.
• Support travel, expense tracking, and other administrative tasks when required.
• Handle confidential and sensitive information with professionalism and discretion.

Project Coordination

• Support the coordination of multiple projects and workstreams.
• Maintain project plans, trackers, timelines, task lists, and status reports.
• Schedule and attend project meetings as needed.
• Prepare and distribute meeting recaps, decisions, assigned tasks, and next steps.
• Follow up with team members regarding deadlines, deliverables, and outstanding action items.
• Support project documentation, progress reporting, and risk or issue tracking.
• Help identify scheduling conflicts, blockers, or dependencies and escalate them appropriately.
• Provide regular updates to the project lead or leadership team regarding project status, priorities, and open items.
• Update project management tools and shared project documentation as required.
• Ensure project information remains accurate, organized, and current.

Meeting, Event, and Stakeholder Coordination

• Coordinate logistics for internal meetings, leadership sessions, workshops, partner meetings, and occasional events.
• Manage invitations, scheduling, materials, virtual meeting platforms, and follow-up communications.
• Support communication and coordination with internal stakeholders, vendors, consultants, and external partners.
• Track deliverables, documentation, commitments, and follow-up items.
• Assist with vendor or partner onboarding and coordination when required.

Communication and Organization

• Communicate professionally with executives, department leaders, team members, vendors, and external partners.
• Prepare concise project updates, reports, and meeting summaries.
• Ensure consistent communication and documentation across projects.
• Help improve administrative processes, workflows, and organizational practices.
• Promote accountability by clearly documenting responsibilities, deadlines, and next steps.