Executive Support Specialist

Status:
Regular, Full-Time

Location:

Hybrid / Remote with scheduled in‑person support and occasional travel

The Executive Support Specialist / Executive Project Coordinator provides proactive, confidential administrative and project coordination support across the executive leadership team—not solely the CEO. The role organizes executive priorities, calendars, communications, meetings, and cross-functional initiatives, helping leaders make timely decisions and execute effectively. This is a hybrid/remote position requiring strong independent work habits, with planned on‑site support, occasional errands, and limited property or construction coordination as secondary responsibilities.

FIT Solutions is a growing national IT services firm on a mission to impact the lives touched by technology. We foster a results‑driven, adaptable culture centered on exceptional service, continuous development, accountability, and achieving personal, professional, and financial goals together.

• Support multiple executives and senior leaders, balancing competing priorities and protecting time for strategic work.
• Manage complex calendars, scheduling, travel, itineraries, appointments, and meeting logistics across in‑person and virtual settings.
• Prepare agendas, presentations, correspondence, briefing materials, minutes, and follow‑up communications; track action items to closure.
• Triage executive email and other assigned inquiries with discretion, responsiveness, and sound judgment.
• Coordinate leadership meetings, company events, client and vendor interactions, and executive‑related employee onboarding activities.
• Maintain organized executive records, contact lists, documents, and confidential information in approved systems.
• Conduct research, compile information, and prepare concise reports or recommendations to support leadership decisions.

• Coordinate cross‑functional executive projects: define deliverables, track owners and milestones, identify risks, and elevate blockers.
• Maintain project trackers, dashboards, status reports, and clear visibility into deadlines, budgets, and decisions.
• Develop and update standard operating procedures (SOPs), administrative workflows, and process documentation.
• Partner with department leaders to improve processes, support change adoption, and maintain accurate systems of record.
• Coordinate vendor due diligence, purchasing requests, invoices, expense coding, and basic administrative financial tracking within approved authority.
• Proactively anticipate needs, remove administrative obstacles, and adapt to shifting organizational priorities.

Independently coordinate and oversee operations of executive‑owned residential, vacation, and investment properties, including maintenance, repairs, landscaping, cleaning, rental turnovers, inspections, and vendor performance.

Evaluate property needs, obtain and compare contractor proposals, recommend cost‑effective solutions, and manage approved vendors and expenditures within delegated authority.

Oversee construction and renovation initiatives, including budgets, contractor performance, project schedules, change orders, inspections, and completion of outstanding work.

Serve as the primary point of contact for property managers, tenants, guests, and contractors, independently resolving routine issues and escalating significant financial, contractual, or operational decisions.

Monitor property expenses, maintenance schedules, vendor agreements, and project documentation, proactively…