Executive Administrator​/Project Manager

Position: Executive Administrator / Project Manager

Location: West Palm Beach, FL (On-site)

Base pay range: $80,000.00/yr - $85,000.00/yr

Compensation: $80,000 - $85,000 / year

This range is provided by Robbins Research International. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

We are seeking a high-capacity, detail-oriented Executive Administrator / Project Manager based in West Palm Beach, FL, to support a mission-driven couple in personal development and humanitarian initiatives. Their work focuses on ending suffering, eradicating hunger, and helping people unlock their greatest potential.

This is a behind-the-scenes, in-person role that requires precision, organization, and emotional intelligence. You will be the air traffic controller for both home and studio operations, while acting as a key partner to the West Coast Content Development team. This role is fast-paced, dynamic, and highly creative.

This full-time position will require some travel. The position reports to the Director of Content Development & Chief Development Officer and offers the opportunity for growth through consistent excellence and reliability.

• Meeting Management & Follow-Through
  :
  Own meetings end-to-end: scheduling, managing tech logistics (Zoom, invites), prepping participants, and capturing actionable notes. Ensure next steps are clear, tracked, and completed.
• Information & Research
  :
  Synthesize fast-moving conversations into concise, actionable documents. Conduct research on people, opportunities, and topics, delivering clear summaries and insights. Stay current on personal development, philanthropy, and leadership trends to inform strategy.
• Administrative & Project Support
  :
  Handle logistics and organizational tasks that keep principals focused on their core mission. Maintain timelines and progress tracking across business, creative, events, and philanthropic initiatives. Serve as a seamless “pitch and catch” partner with the Chief of Staff, Director of Content, and Personal Assistant.
• Team Coordination & Communication
  :
  Act as a connector between team members, aligning communication and removing friction. Drive operational clarity across fast-paced, high-output environments.
• Workflow Optimization
  :
  Leverage AI-powered tools (Notion AI, ChatGPT, Fireflies, Otter) to summarize, organize, and speed execution. Identify opportunities to streamline processes and systematize repetitive tasks.

• High EQ & discretion: Reads the room, adjusts tone, and protects confidentiality.
• Process-oriented thinker: Breaks down complex tasks into clear, repeatable workflows.
• Calm, grounded presence: Someone you’d feel at ease with on a living room couch—even during high-pressure moments.
• Exceptional communicator: Sharp, respectful, and clear in both written and verbal communication.
• Systems-minded organizer: Brings structure to high-speed environments.
• Proactive problem-solver: Anticipates challenges, adapts quickly, and thrives in evolving priorities.
• Detail-obsessed: No task too small or too big—nothing falls through the cracks.
• Drives outcomes quietly: Takes full ownership behind the scenes without seeking recognition.
• Growth-driven: Hungry to learn, with both personal and professional growth as core drivers.
• Mission-aligned: Deeply connected to a purpose-driven, impact-focused culture.
• Production mindset: A prior background in production, live events, or content development is a strong plus.

We are a values-led, high-performance team that:

• Operates with a “no task too small” mentality.
• Moves quickly without drama, supporting each other’s growth and blind spots.
• Believes in possibility over limitations and leans into challenges with creative problem-solving.
• Works hard, laughs loud, and always keeps the mission front and center.
• Balances structure with agility—we build systems but remain flexible to pivot fast.

• 3+ years in project coordination, executive support, or operations (production/content experience a plus).
• Strong research and fact-checking skills.
• Advanced…