Executive Assistant & Project Coordinator

Floowi•Weston, FL

2d•Remote

About The Position

Floowi connects top LATAM professionals with leading U.S. companies through remote talent solutions. Our mission is to make LATAM the world's premier hub for growth and excellence. Our client is a U.S.-based healthcare logistics company with more than 30 years in the market, specialized in time-sensitive medical courier services for hospitals, laboratories, pharmacies and blood banks across the Mid-Atlantic and Southeast United States. They operate a large distributed fleet, work under strict compliance and chain-of-custody standards, and are in an active growth stage across sales and marketing. We are looking for an Executive Assistant & Project Coordinator to become the operational right hand of the client's CEO and executive team. This is not a calendar-and-inbox role. About half of your time will be classic executive support (meeting coordination, follow-ups, executive administration) and the other half will be project coordination across Sales, Marketing and internal business initiatives, managed primarily in Monday.com. You will sit close to senior leadership, run the follow-up loop after executive meetings, and keep cross-functional projects moving without waiting to be told what the next step is. If you are the person who leaves a meeting already knowing what has to happen and who owns it, this role is built for you.

Requirements

3+ years of experience as an Executive Assistant supporting C-level or senior executives. This is a firm requirement: the client is not looking to train someone into the role.
Demonstrable experience in project or task management beyond administrative support: tracking deliverables, coordinating across teams, driving deadlines.
Hands-on experience with a project management platform. Monday.com is strongly preferred; Asana, ClickUp, Trello or similar is acceptable if the experience is deep and operational.
English at C1 or higher, with the confidence to communicate directly with senior U.S. leadership.
Strong written communication: clear meeting notes, follow-ups and status updates.
Proven ability to work autonomously, prioritize competing demands and solve problems without escalation as the first move.

Nice To Haves

Experience with HubSpot or another CRM in an operational or business-support capacity.
Exposure to sales and marketing environments.
Experience supporting a U.S.-based company remotely.

Responsibilities

Act as the operational right hand of the CEO and executive team, managing priorities, follow-ups and executive administration.
Coordinate and help facilitate executive and cross-functional meetings: agendas, materials, notes, action items and, most importantly, the follow-through afterwards.
Track commitments across the leadership team and make sure nothing falls through the cracks.
Manage confidential information with discretion and sound judgment.
Own the day-to-day management of projects and task pipelines in Monday.com: boards, timelines, owners, dependencies and status updates.
Coordinate deliverables across Sales, Marketing and executive administration, chasing inputs and unblocking stalled items.
Translate broad executive direction into a concrete plan, sequence it, and drive it to completion.
Report progress, risks and bottlenecks proactively, before they become escalations
Support the sales team with pipeline follow-ups, CRM hygiene and reporting.
Assist marketing initiatives with coordination, scheduling, asset tracking and campaign follow-up.
Support client and customer-facing projects, keeping internal stakeholders aligned on timing and next steps.
Serve as the connective tissue between leadership and the rest of the organization.
Identify friction in existing processes and propose better ways of working, rather than only executing the current ones.
Operate independently: understand the bigger picture and act on it without step-by-step instructions.