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
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
Project Coordinator & Executive Assistant in port saint lucie at Unknown Company
- Typical pay
- $44,790–$60,240
For context, most administrative assistants earn between $44,790–$60,240 a year according to Bureau of Labor Statistics wage data. What this particular role pays is set by the employer — check the description above.
This position is listed as contract and onsite.