Executive Assistant & Project Coordinator

We are looking for an exceptional Executive Project Coordinator to work directly with two senior leaders managing multiple international nonprofit initiatives, environmental programs, global events, partnerships and communications.
This is not a traditional virtual assistant role. We are looking for someone who is proactive, highly organized, dependable, and able to help keep multiple high-impact projects moving forward simultaneously. The ideal candidate is an excellent communicator, thrives in a fast-paced environment, anticipates needs before being asked, and enjoys solving problems while keeping complex projects organized. Because this role involves working closely with leadership and handling confidential information, integrity, professionalism, and discretion are essential.
This is a long-term opportunity with significant opportunities for growth and leadership.

Responsibilities
Executive Support
Support two executives with daily operations and project coordination
Manage calendars, meetings, and scheduling across multiple time zones
Prepare meeting agendas and take detailed meeting notes
Track action items and ensure timely follow-up
Organize documents, presentations, and shared resources

Project Management
Coordinate multiple ongoing international projects simultaneously
Maintain project timelines and deadlines
Follow up with tea ---------- mbers and external partners
Ensure projects continue moving forward
Identify potential issues before they become problems

Operations
Keep digital files and documents organized
Assist with research and information gathering
Prepare reports and summaries
Coordinate internal communications
Help improve workflows and organizational systems

Communication
Draft professional emails
Coordinate with international partners
Schedule meetings with organizations and stakeholders
Maintain clear communication across multiple teams
Represent leadership professionally when communicating with others

Administrative Support
Data entry and database management
Organize contact lists
Assist with presentations
Help coordinate events when needed

Required Qualifications
Excellent written and spoken English (near-native or fluent)
Outstanding organizational skills
Exceptional attention to detail
Strong multitasking abilities
Ability to work under pressure and manage changing priorities
Highly dependable and trustworthy
Professional communication skills
Excellent time management
Self-motivated and proactive
Strong problem-solving skills

Experience with project management platforms such as:
----------
Asana
ClickUp
Notion
Google Workspace
Microsoft Office
Zoom
Slack
Canva
ChatGPT and AI productivity tools

We are looking for someone who:
Has flexible working hours
Can occasionally adjust their schedule to support meetings across different time zones
Is responsive during the workday

The ideal candidate is:
Extremely organized
Calm under pressure
Positive and solution-oriented
Detail-oriented
Reliable
Professional
Curious and eager to learn
Able to work independently
Comfortable working with multiple priorities at once
Passionate about helping teams succeed

To apply, please submit:
- Your updated CV/Resume
- A short cover letter introducing yourself
- A brief description of your experience supporting executives or managing projects
- Examples of project management projects
- Your current availability and time zone

Only applicants who submit a CV and complete all application requirements will be considered.