Executive Assistant​/Project Coordinator

$40- $45/ Hour

We're working with a boutique, female-founded and female-led leadership coaching and consulting firm. We partner with senior leaders and executive teams through 1:1 coaching, group programs, and workshops, and we're a close-knit, mostly remote team that supports each other.

We're hiring a Program & Executive Coordinator to run the day-to-day administration of our client engagements and support our CEO directly. This is a hands-on execution role: scheduling, coordination, assessment platform administration, recurring reporting, and producing accurate, client-ready materials on time.

You’ll report to the CEO/Founder, managing her calendar, client communication, and the administration of her 1:1 coaching engagements. You’ll also work daily with our Operations Manager to execute group programs and client-facing materials, and give light administrative support to our consultants and coaches.

• Manage a complex calendar and resolve conflicts the same business day
• Coordinate logistics for virtual and in-person client sessions, confirmed with all attendees at least three business days ahead
• Run your weekly 1:1 with the CEO, with a Click Up agenda ready a day early covering open tasks, overdue items, and decisions needed
• Prepare agendas and materials ahead of the CEO's upcoming client meetings

• Act as scheduler and day-to-day contact for the CEO's coaching clients
• Track engagements in Click Up, marking tasks complete the same day the work goes out
• Run client assessments, debriefs, and session workflows to the documented process
• Flag any engagement that slips its timeline within 1-2 business days

• Serve as day-to-day contact for program sponsors, copying the Operations Manager
• Execute assigned program tasks in Click Up to the dates set in each SOW

• Gallup: order, distribute, track completion, follow up with non-responders, and deliver results on schedule
• Echo Span: set up projects, manage raters, send reminders, and generate reports

• Send reports, invoicing inputs, and hours reports on the 1st, 15th, and 30th
• File travel and expense documentation within five business days
• Name and file client documents to company conventions

• Build decks, reports, and coaching materials in PowerPoint, Google Slides, and Canva using existing brand templates
• Submit polished first drafts (complete, proofread, on-template) to the Operations Manager within three business days of the brief

• Click Up is our system of record, Google Docs holds our documents, and Slack is our internal channel; most clients use Microsoft 365 and Teams
• We use Claude and ChatGPT, but everything gets careful human review and editing before it reaches a client
• Meeting owners come with an agenda and a proposed solution, not just the problem
• We set weekly client deadlines and flag missed ones immediately

• 3-5+ years in executive support, engagement coordination, or program administration, ideally in professional services
• Fluency in a project management platform;
  Click Up strongly preferred
• Strong production skills in PowerPoint, Google Slides, and Canva, working accurately within existing templates
• Clear writer in your own voice; comfortable using AI tools as a drafting aid and editing the output with good judgment
• Polished, professional presence with senior client contacts
• Owns mistakes proactively and brings solutions when flagging problems
• Familiarity with Microsoft 365 and Teams
• San Diego-based with availability for occasional in-person workdays preferred; fully remote…