Working hours: 40 hours per week, with a working schedule aligned to U.S. Eastern Time (9:00 AM - 5:00 PM).
Salary Range: $1, 200 - $1, 900 USD per month
Type of contract: Independent contractor
Location: South Africa (Remote)
Reports To: COO
About The Company
We are a leading staffing and recruiting agency, dedicated to helping businesses optimize their talent acquisition processes. We are seeking an experienced Executive Assistant / Project Coordinator to work closely with our COO to streamline workflows, manage diverse projects, and support business operations.
Overview
We are looking for a dynamic and detail-oriented Executive Assistant / Project Coordinator to support the COO. This role requires an individual who can manage multiple high-level tasks, provide structure to fluid and evolving processes, and assist with both project management and administrative duties. The ideal candidate will have excellent organizational skills, outstanding communication abilities, and strong technical proficiency.
Key Responsibilities
- Executive Support:
- Serve as a right-hand to the COO, assisting in managing their daily workload and schedule.
- Organize and manage daily, weekly, and monthly agendas, including prioritizing meetings, calls, and tasks.
- Act as the COOs main point of contact for internal and external communication, filtering messages, and preparing responses.
- Project Management:
- Oversee and coordinate various projects across different departments, ensuring timely execution and alignment with company goals.
- Collaborate with team members in New Jersey, Colorado, and the Philippines, as well as clients worldwide.
- Develop and implement project management workflows, using tools like Monday.com, to track progress and deliverables.
- Facilitate communication between teams, ensuring clear expectations and updates.
- Operations & Workflow Improvement:
- Assist in restructuring and optimizing company processes, identifying areas for improvement and recommending solutions.
- Manage the configuration and settings of various software systems, ensuring integration and functionality across platforms.
- Help document workflows and procedures, implementing training materials for new staff.
- Administrative Support:
- Perform data scrubbing, document preparation, and reporting tasks as needed.
- Manage emails, prepare reports, and conduct research to support decision-making.
- Ensure the COO can offload tasks and provide guidance for completion with minimal oversight.
- Proven experience as an Executive Assistant, Project Coordinator, or in a similar role (2-5 years preferred).
- Strong technical proficiency, especially in Microsoft Excel, project management software (e.g., Monday.com), and general computer literacy.
- Exceptional verbal and written communication skills in English, with the ability to interact professionally across different levels of the organization.
- Strong critical thinking skills, with the ability to handle ambiguity and manage up, making recommendations to improve processes.
- Ability to handle multiple projects simultaneously, prioritize tasks effectively, and meet deadlines in a fast-paced environment.
- Patience, adaptability, and the ability to work with limited supervision, guiding projects from inception to completion.
- Work closely with the leadership team of a fast-growing agency.
- Opportunity to implement impactful processes and make a significant difference within the organization.
- Be part of a collaborative, remote-first team with a global footprint.
