Executive Assistant – Project Coordination, Strategic Admin Support

Worldwide Salaried Open

Job Description:

Support a dynamic senior leader by managing communications, calendars, and cross-functional projects
Coordinate with internal teams, external partners, and high-level stakeholders, while keeping systems organized
Handle scheduling, organize board meetings, triage high-volume communications
Prepare documents and materials for board meetings
Act as the main point of contact for large projects involving engineers, architects, scientists, and city partners
Monitor inbox activity, highlight and summarize key messages, draft responses when appropriate
Maintain and improve internal systems and workflows. Suggest and implement better ways of working
Work with the finance team to review budgets and assist with basic financial planning
Maintain and update contact records in tools like EveryAction
Conduct local and national research related to the organization’s initiatives
Coordinate with the marketing team to help draft or schedule social media posts and other content as needed

Requirements:

Experience in executive support, project coordination, or high-level administrative work
Confident using tools like Google Workspace, Calendly, Doodle, EveryAction (or similar CRMs)
Clear and professional communication with internal teams, external partners, consultants, and stakeholders across email, phone, and messaging tools like Slack or Zoom
Self-directed, tech-savvy, and excel at remote work staying organized, meeting deadlines, and juggling priorities with ease
Detail-oriented, proactive, and thrive when managing complex calendars, prepping for meetings, and ensuring nothing falls through the cracks
Problem-solver who can track deliverables, coordinate across multiple departments, and provide essential behind-the-scenes support that keeps leadership focused and operations running smoothly
Willing to work in a US time zone schedule. You can secure the required technical setup, including: At least a 720p HD webcam A noise-canceling headset A primary internet connection of at least 25 Mbps A backup laptop, backup internet device, and backup power source A main computer with at least Intel Core i5 (or equivalent) and 8 GB RAM A backup computer with at least Intel Core i3 and 4 GB RAM

Benefits:

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