Assistant Project Manager – Executive Assistant

This is a fully remote position, open to applicants in Florida, +3 more states.

📋 Description

• Report directly to the Project Manager and the Manager of the Executive Assistant team.

• Provide assistance to clients as instructed.

• Foster client relationships and enhance internal processes that support COYL and its clientele.

• Oversee communication between clients’ senior management and their staff.

• Coordinate with both internal and external executives on various projects and tasks.

• Strategically plan and organize work to align with client priorities and organizational objectives.

• Attend to both professional and personal needs of multiple clients.

• Maintain detailed records within the timekeeping system.

• Handle complex scheduling and comprehensive calendar management.

• Manage the flow of content and information to virtual clients’ senior executives.

• Organize client travel arrangements, including accommodations, transportation, and meals.

• Carry out administrative and office support tasks, including typing, dictation, spreadsheet management, faxing, filing, and maintaining contact databases.

• Uphold professionalism, confidentiality, and discretion at all times.

• Monitor action items and follow up to ensure that deadlines and commitments are fulfilled.

• Assist in preparing for meetings by creating agendas, gathering materials, taking notes, and following up as necessary.

• Support operational activities such as CRM updates and workflow management.

• Organize client communications effectively.

• Return phone calls and relay messages promptly.

• Plan and coordinate client events.

• Respond to requests within a maximum timeframe of 4 business hours.

• Skillfully navigate priorities while multitasking.

• Undertake additional tasks as required.

⛳️ Requirements

• Minimum of 4 years of experience in an administrative position reporting directly to senior management.

• Exceptional written and verbal communication capabilities.

• Strong time-management skills with the ability to organize and manage multiple projects simultaneously.

• Proficiency in Microsoft Office and other office productivity applications.

• Willingness to learn new software and systems.

• Capacity to maintain confidentiality for various organizations.

• Timeliness and a motivated self-starter attitude.

• Confident and professional demeanor on the phone.

• Availability to assist with urgent requests as needed.

• Experience in developing internal processes and filing systems is preferred.

• An Associate's degree or higher in administration, or equivalent experience is preferred.

• Familiarity with CRM systems such as Active Campaign, Zoho, and Pipedrive is preferred.

🏝️ Benefits

• Ability to work remotely from home.

• Part-time schedule with the potential to transition to full-time.

• Connected remote work environment through Zoom meetings and Teams.