Project Coordinator & Executive Assistant

Moore Solutions•Port St Lucie, FL

About The Position

The Project Coordinator & Executive Assistant serves as the central hub for content production and leadership support. The role works with in-house team members and external contractors to keep projects on schedule, ensure deliverables meet expectations, and track details through completion. Responsibilities span executive administration, contractor onboarding and coordination, project and task tracking, CRM administration, and marketing support. The role uses project management software to maintain project boards and workload plans, and configures CRM workflows and automations, including in systems such as Zoho. The company provides training on its proprietary workflow software.

Requirements

Proven experience in project coordination and/or as an Executive Assistant supporting leadership.
Hands-on CRM experience and demonstrated ability to configure systems such as Zoho and build automations.
Strong technical aptitude and ability to learn and use online systems and software.
Strong project coordination experience, especially managing contractors or freelancers.
Proficiency with project management tools and experience designing intuitive, actionable task boards.
Excellent organizational skills and attention to both broad goals and small details.
Clear written, verbal, and digital communication skills.
Ability to balance structure with flexibility in a fast-paced, creative environment.

Nice To Haves

Familiarity with course development, instructional design, or content production.
Experience coordinating marketing efforts or campaigns.
Experience in education, e-learning, or publishing.
Understanding of how to scope and forecast team workloads.
Ability to identify misaligned timelines or resourcing gaps before they become issues.

Responsibilities

Manage leadership calendars, schedule meetings, and coordinate complex itineraries or travel arrangements.
Handle correspondence, prepare briefing materials, and manage communications on behalf of leadership.
Prepare meetings by drafting agendas, taking notes, and tracking action items to completion.
Onboard subject matter experts, writers, and specialists for project-based tasks.
Set contractor expectations, timelines, and deliverables; review submissions for quality and completion; and approve and process payments after successful delivery.
Build and maintain project boards and organize and track tasks for the in-house production team.
Monitor project progress, flag blockers, and maintain realistic timelines.
Map long-term project workloads across months to prevent bottlenecks.
Administer the CRM system, maintain accurate contractor records, and track customer needs.
Configure workflows and automations in systems such as Zoho to streamline operations and communication.
Assist with coordinating marketing efforts and campaigns in support of production goals.