Executive Project Coordinator

Remote
Contracted to Full Time
Experienced

About the Role
In this role, you will be responsible for supporting the Executive Admin to the C-suite by managing scheduling, communication flow, inboxes, and task coordination. This position requires a highly organized, detail-oriented professional who thrives on structure, communicates with clarity, and adapts quickly to shifting priorities. You’ll play a key role behind the scenes—keeping everything moving efficiently and enabling the Executive Admin and executive leadership to focus on strategic priorities.

Duties and Responsibilities

Scheduling & Communication Management

  • Manage 2+ calendars simultaneously (Google Calendar), coordinating internal and external meetings with precision

  • Handle complex scheduling needs across time zones with a strong grasp of calendar logic and dependencies ("calendar Tetris")

  • Monitor and flag priority items from shared inboxes, and assist in triaging email clutter

  • Serve as a day-to-day scheduling and task partner to the Executive Admin, responding to Slack messages throughout the day

Project Coordination & Organizational Support

  • Book personal and professional appointments as needed, maintaining discretion at all times

  • Help track action items from meetings, and potentially support with meeting note organization over time

  • Maintain documents and organize shared folders in Google Drive

  • Ensure seamless coordination between the Executive Admin and various stakeholders

Daily Workflow & Proactive Support

  • Check in every morning during Eastern Time (ET) hours to align on the day’s priorities

  • Stay responsive on Slack and be available throughout the 9–5 PM ET workday

  • Flag important email items and provide real-time support for communication follow-up

  • Learn to anticipate the needs of the Executive Admin and executive team, gradually becoming more proactive

Must-Have Skills & Experience

  • Based in South America and available to work Eastern Time hours (9am–5pm ET)

  • 3+ years experience in project coordination or executive admin roles

  • Proficiency managing multiple calendars in Google Calendar

  • Strong grasp of calendar logistics and scheduling strategy

  • Inbox management experience (preferably with high-volume or executive accounts)

  • Excellent written and verbal communication skills

  • Highly organized with strong attention to detail

  • Comfortable booking personal appointments and managing sensitive tasks

  • Experience working with confidential information and handling discretion

  • Heavy user of Slack and comfortable with asynchronous communication

  • Familiar with AI tools (especially ChatGPT) and able to use them responsibly for tasks such as drafting, summarizing meeting notes, or creating prompts

Nice-to-Have

  • Experience using Notion to organize tasks or notes

  • Familiarity with Google Drive and document organization systems

  • Experience with meeting transcription tools or summarizing from AI-generated recordings

What You’ll Bring to RYZE

  • A calm, resourceful, and proactive work style

  • A sense of ownership over your work and an eagerness to support at the highest level

  • The ability to balance speed and accuracy in a high-growth, fast-moving environment

  • A collaborative, no-ego attitude and the confidence to work closely with executive leadership

This is a remote position.

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