Job Description

A multi-entity business group is seeking a high-performing Executive Assistant/Project Coordinator to serve as a true right-hand to the Managing Partner. This is not a typical admin job—this role blends executive support, project coordination, personal concierge-level assistance, and emerging chief-of-staff responsibilities.

The ideal candidate is extremely organized, resourceful, detail-obsessed, and thrives in a dynamic environment. You’ll work across accounting, real estate, client services, and tech-adjacent teams. You must be equally comfortable booking hard-to-get reservations as you are reviewing documents, following up on project deliverables, or supporting M&A activity.

This is a high-visibility, high-impact position for someone who wants to grow into an operations or leadership role over time. This is a fully remote position, but candidates must reside in the Pacific or Mountain Time Zone.

About the Job:

Executive & Personal Support

• Manage calendar, travel (domestic & international), and meeting coordination
• Monitor and manage inboxes, draft responses, and escalate key messages
• Book and confirm hard-to-obtain reservations (e.g., restaurants, hotels, flights)
• Assist with personal admin (appointments, Secretary of State renewals, rental properties, etc.)

Project & Task Management

• Use Monday.com to track tasks, priorities, and team assignments
• Follow up with internal staff and vendors on outstanding tasks and reports
• Organize files, contracts, renewals, and documentation (OneDrive, Teams, DocuSign)
• Ensure timely renewals for licenses, insurance, and registrations across entities

Client & Team Communication

• Serve as point-of-contact for scheduling and follow-up on client deliverables
• Summarize meetings or recorded calls using AI-assisted tools or manual review
• Assist in preparing first drafts of contracts, LOIs, and term sheets from templates
• Help oversee task accountability for internal and external team members

Business Support & Coordination

• Interface with accounting, tax, and operations teams to ensure key initiatives stay on track
• Review financials, reports, and KPIs for trends, red flags, or discussion points
• Coordinate across departments to gather information and relay updates to the Managing Partner
• Support occasional high-level research or business development activity

About You:

· Experience : 5+ years supporting C-level executives in high-growth or entrepreneurial environments

· Education : Bachelor’s degree preferred, but equivalent experience and skills accepted

· Tech-savvy : Comfortable learning and using tools like Monday.com, OneDrive, Teams, QuickBooks Online, DocuSign , and AI transcription tools

· Communication : Exceptionally strong verbal and written communication skills

· Organization : Can handle a fast-moving task list, competing deadlines, and multiple channels of communication

· Follow-through : You don’t drop the ball. Ever.

· Detail-oriented : Spelling or formatting errors are a deal-breaker in this role

· Discretion : Able to handle sensitive information with professionalism and confidentiality

· Problem-solver : Sees inefficiencies and proactively addresses them

· Growth-oriented : Willing to learn the business and grow into a broader operations or chief-of-staff role over time

· Must reside in the Pacific or Mountain Time Zone.

Competitive salary commensurate with experience + performance-based bonus, 401(k) plan with company match, medical, dental, and vision insurance, PTO and paid holidays, mentorship and leadership development from a serial entrepreneur.

Schedule: Full-time, 40 hours per week. Core hours are 8:00 AM – 5:00 PM, with occasional after-hours availability required for time-sensitive matters

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