Executive Support & Project Coordinator

Executive Support & Project Coordinator - (Remote)

Work From Home | Full-Time | AU Hours |

This is not a traditional Executive Assistant role.

You will be the operational right hand to the CEO, helping manage priorities, coordinate projects, follow up with internal team members, and ensure that nothing falls through the cracks.

You will be responsible for keeping tasks on track, chasing updates, maintaining accountability, and creating order from chaos.

The ideal candidate is highly organised, detail-oriented, proactive, and confident communicating with people at all levels.

Key Responsibilities

Executive Support

Manage CEO inbox and communications

Prioritise emails and action items

Prepare meeting agendas and summaries

Coordinate appointments and scheduling

Organise documents and business records

Assist with reporting and business administration

Project Coordination

Track multiple projects simultaneously

Monitor deadlines and deliverables

Follow up with team members for updates

Escalate risks, bottlenecks, and delays

Ensure tasks are completed on time

Maintain project trackers and dashboards

Assist with SOP documentation and process improvement

Team Accountability

Chase outstanding actions and deliverables

Follow up with staff regarding deadlines

Coordinate communication between departments

Ensure commitments made by team members are followed through

Keep leadership informed of project status

Operations Support

Maintain Asana task boards

Update operational reports

Assist with recruitment and onboarding administration

Support client delivery teams where required

Handle ad hoc operational projects

Requirements

Essential

Excellent written and spoken English

Exceptional attention to detail

Strong organisational skills

Ability to manage multiple priorities simultaneously

High level of initiative and ownership

Strong follow-up and accountability skills

Professional communication skills

Ability to work independently

Comfortable working in a fast-paced environment

Experience using project management software

Preferred

Executive Assistant experience

Project Coordinator experience

Experience supporting Australian businesses

Experience with Asana, Google Workspace, Slack, and CRM systems

Recruitment or outsourcing industry experience

Success Looks Like

After 90 days

CEO inbox is organised and controlled

Follow-ups happen without being requested

Deadlines are consistently met

Team accountability improves

Projects move forward faster

Leadership has visibility across key initiatives

Important tasks no longer fall through the cracks

Key Attributes

We are looking for someone who is

Extremely organised

Detail obsessed

Reliable

Resourceful

Assertive but professional

Proactive rather than reactive

Calm under pressure

Highly accountable

Solutions focused

Application Instructions

To be considered, applicants must submit

Updated CV

2-minute video introduction

Written response to the following question

Describe a situation where you had to manage multiple priorities and chase several stakeholders to achieve a deadline. What was the outcome?

Applications without all three requirements will not be considered.

Originally posted on Himalayas