Executive Assistant – Project Coordination, Strategic Admin Support

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:

• Health insurance
• 401(k) matching
• Flexible work hours
• Paid time off
• Remote work options

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