Executive Assistant & Project Coordinator

Executive Assistant & Project Coordinator

We are seeking a highly organized, proactive, and adaptable Executive Assistant & Project Coordinator to support a fast-paced innovation team.

This role combines executive and administrative support with project coordination, meeting logistics, stakeholder communication, and follow-up across multiple initiatives.

The ideal candidate is detail-oriented, comfortable managing changing priorities, and skilled at keeping meetings, projects, documentation, and action items organized. Success in this role requires strong communication, consistent follow-through, and the ability to anticipate needs and help ensure important tasks stay on track.

This position is fully remote and requires excellent written and verbal English communication skills.

• Provide day-to-day administrative support to innovation leadership.
• Coordinate calendars, meetings, appointments, and scheduling across multiple stakeholders and time zones.
• Prepare meeting agendas, presentation materials, notes, and follow-up action items.
• Track decisions, commitments, owners, and deadlines to support timely completion.
• Assist with document preparation, presentations, reports, and internal communications.
• Maintain organized files, project documentation, and shared resources.
• Monitor and appropriately route incoming requests and communications, as needed.
• Support travel, expense tracking, and other administrative tasks when required.
• Handle confidential and sensitive information with professionalism and discretion.

• Support the coordination of multiple projects and work streams.
• Maintain project plans, trackers, timelines, task lists, and status reports.
• Schedule and attend project meetings as needed.
• Prepare and distribute meeting recaps, decisions, assigned tasks, and next steps.
• Follow up with team members regarding deadlines, deliverables, and outstanding action items.
• Support project documentation, progress reporting, and risk or issue tracking.
• Help identify scheduling conflicts, blockers, or dependencies and escalate them appropriately.
• Provide regular updates to the project lead or leadership team regarding project status, priorities, and open items.
• Update project management tools and shared project documentation as required.
• Ensure project information remains accurate, organized, and current.

• Coordinate logistics for internal meetings, leadership sessions, workshops, partner meetings, and occasional events.
• Manage invitations, scheduling, materials, virtual meeting platforms, and follow-up communications.
• Support communication and coordination with internal stakeholders, vendors, consultants, and external partners.
• Track deliverables, documentation, commitments, and follow-up items.
• Assist with vendor or partner onboarding and coordination when required.

• Communicate professionally with executives, department leaders, team members, vendors, and external partners.
• Prepare concise project updates, reports, and meeting summaries.
• Ensure consistent communication and documentation across projects.
• Help improve administrative processes, workflows, and organizational practices.
• Promote accountability by clearly documenting responsibilities, deadlines, and next steps.