Part-Time Executive Assistant / Project Coordinator (Contracted)

Ignite Human Capital•Carlsbad, CA

4d•$40 - $45•Remote

About The Position

A boutique, female-founded and female-led leadership coaching and consulting firm is hiring a Program & Executive Coordinator to manage day-to-day administration for client engagements and provide direct support to the CEO. This hands-on coordination and operations role includes scheduling, client communication, assessment-platform administration, recurring reporting, and producing accurate, client-ready materials on time. The position reports to the CEO/Founder, managing her calendar, client communication, and administration of her 1:1 coaching engagements. The coordinator also works daily with the Operations Manager to execute group programs and client-facing materials and provides light administrative support to consultants and coaches. The firm is close-knit and mostly remote, with occasional in-person work preferred for San Diego-based candidates; fully remote candidates are considered if available during Pacific business hours. The role does not include sales or new business work, ClickUp configuration or program timeline ownership, project management of group programs, supervision of consultants or coaches, or coaching and consulting delivery. It is a coordination and operations role, not a pathway into coaching. Scope and hours may grow as the firm grows.

Requirements

3–5+ years of experience in executive support, engagement coordination, or program administration, ideally in professional services.
Fluency in a project management platform; ClickUp is strongly preferred.
Strong production skills in PowerPoint, Google Slides, and Canva, with the ability to work accurately within existing templates.
Clear writing skills and comfort using AI tools as drafting aids while carefully editing their output.
Polished, professional presence with senior client contacts.
Proactively own mistakes and bring solutions when flagging problems.
Familiarity with Microsoft 365 and Teams.
Availability during Pacific business hours if working remotely.

Nice To Haves

San Diego-based and available for occasional in-person workdays.
Experience with Gallup and/or EchoSpan; training will be provided to the right candidate.

Responsibilities

Manage the CEO's complex calendar and resolve conflicts the same business day.
Coordinate logistics for virtual and in-person client sessions and confirm arrangements with all attendees at least three business days in advance.
Run a weekly 1:1 with the CEO, preparing a ClickUp agenda a day ahead that covers open tasks, overdue items, and decisions needed.
Prepare agendas and materials for the CEO's upcoming client meetings.
Schedule the CEO's coaching clients and serve as their day-to-day contact.
Track 1:1 coaching engagements in ClickUp and mark tasks complete the same day work is sent.
Administer client assessments, debriefs, and session workflows according to documented processes.
Flag engagements that fall behind schedule within 1–2 business days.
Serve as day-to-day contact for group-program sponsors, copying the Operations Manager.
Execute assigned program tasks in ClickUp by the dates specified in each SOW.
Administer Gallup assessments by ordering and distributing them, tracking completion, following up with non-responders, and delivering results on schedule.
Administer EchoSpan by setting up projects, managing raters, sending reminders, and generating reports.
Send reports, invoicing inputs, and hours reports on the 1st, 15th, and 30th.
File travel and expense documentation within five business days.
Name and file client documents according to company conventions.
As requested, create decks, reports, and coaching materials in PowerPoint, Google Slides, and Canva using existing brand templates.
Submit complete, proofread, on-template first drafts to the Operations Manager within three business days of the brief.
Provide light administrative support to consultants and coaches.