Executive Support Specialist

FIT Solutions • San Diego, CA

11d • $26 - $29 • Hybrid

About The Position

The Executive Support Specialist / Executive Project Coordinator provides proactive, confidential administrative and project coordination support across the executive leadership team. The role organizes executive priorities, calendars, communications, meetings, and cross-functional initiatives to help leaders make timely decisions and execute effectively. It is a hybrid/remote position requiring independent work, planned on-site support, occasional errands, and limited property or construction coordination as secondary responsibilities.

The position also coordinates executive-owned residential, vacation, and investment properties and supports construction and renovation projects. It may require site visits, local driving, pickups, deliveries, other assignments, and occasional travel of up to approximately 10%. The position requires the ability to occasionally lift up to 25 pounds; reasonable accommodations may be made.

FIT Solutions is a growing national IT services firm with a results-driven, adaptable culture focused on exceptional service, continuous development, accountability, and shared personal, professional, and financial goals.

Requirements

• At least two years of experience in executive assistance, senior administrative support, project coordination, or a comparable role.
• Exceptional organization, prioritization, follow-through, and attention to detail.
• Strong written and verbal communication, diplomacy, professionalism, and confidentiality.
• Independent judgment and initiative in a distributed, fast-paced executive support environment.
• Ability to coordinate stakeholders and drive accountability without direct authority.
• Comfort with Microsoft 365, including Outlook, Word, Excel, and PowerPoint; SharePoint; and project tracking tools.
• Budget awareness, accurate recordkeeping, vendor coordination, and willingness to learn unfamiliar systems.
• Ability to travel to scheduled in-person meetings or sites as needed.
• A valid driver’s license may be required for assigned driving duties.
• Ability to occasionally lift up to 25 pounds and visit sites where appropriate safety precautions apply.

Nice To Haves

• Experience supporting multiple senior leaders, managing complex schedules, and coordinating projects.
• Exposure to managed IT, professional services, property management, construction administration, or bookkeeping.

Responsibilities

• Support multiple executives and senior leaders, balance competing priorities, and protect time for strategic work.
• Manage complex calendars, scheduling, travel, itineraries, appointments, and meeting logistics for in-person and virtual settings.
• Prepare agendas, presentations, correspondence, briefing materials, minutes, and follow-up communications; track action items to completion.
• Triage executive email and other assigned inquiries with discretion, responsiveness, and sound judgment.
• Coordinate leadership meetings, company events, client and vendor interactions, and executive-related employee onboarding activities.
• Maintain organized executive records, contact lists, documents, and confidential information in approved systems.
• Conduct research, compile information, and prepare concise reports or recommendations to support leadership decisions.
• Coordinate cross-functional executive projects by defining deliverables, tracking owners and milestones, identifying risks, and escalating blockers.
• Maintain project trackers, dashboards, status reports, and visibility into deadlines, budgets, and decisions.
• Develop and update standard operating procedures, administrative workflows, and process documentation.
• Partner with department leaders to improve processes, support change adoption, and maintain accurate systems of record.
• Coordinate vendor due diligence, purchasing requests, invoices, expense coding, and basic administrative financial tracking within approved authority.
• Anticipate needs, remove administrative obstacles, and adapt to shifting organizational priorities.
• Coordinate and oversee operations of executive-owned residential, vacation, and investment properties, including maintenance, repairs, landscaping, cleaning, rental turnovers, inspections, and vendor performance.
• Evaluate property needs, obtain and compare contractor proposals, recommend cost-effective solutions, and manage approved vendors and expenditures within delegated authority.
• Oversee construction and renovation initiatives, including budgets, contractor performance, project schedules, change orders, inspections, and outstanding work.
• Serve as the primary point of contact for property managers, tenants, guests, and contractors; resolve routine issues and escalate significant financial, contractual, or operational decisions.
• Monitor property expenses, maintenance schedules, vendor agreements, and project documentation; identify risks, control costs, and provide periodic updates to executive leadership.
• Conduct site visits when required, coordinate property access, and perform local driving, errands, pickups, deliveries, and other business or personal assignments as needed.

Benefits

• Health insurance, with premiums paid up to 99% for employee coverage; PPO, HDHP, HMO, and ACO options and multiple carrier choices are available.
• Dental insurance.
• Vision insurance.
• Flexible spending accounts for dependent and medical expenses, health savings account options for qualified plans, and supplemental insurance options.
• Employer-paid $10,000 life insurance and AD&D, with an option for employees to buy additional coverage.
• Paid holidays.
• Paid time off.
• Paid sick leave.
• 401(k) retirement plan.
• Professional training and development opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed