Project Coordinator & Executive Assistant

Moore Solutions Inc•Port Saint Lucie, FL

3d•$19 - $22

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 manage details across production workflows. The position provides executive and administrative support, including calendar and meeting coordination, travel arrangements, correspondence, briefing materials, and meeting follow-up. It also manages project-based contractors, coordinates production tasks and timelines, administers the CRM and related automations, and supports marketing efforts and campaigns. The role uses project management platforms, CRM systems such as Zoho, productivity suites, Dropbox, Microsoft Teams, and proprietary software for which training is provided.

Requirements

Proven experience in project coordination and/or as an Executive Assistant supporting leadership.
Hands-on CRM experience, including the ability to configure systems such as Zoho and build automations.
Strong technology skills and an 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 clear, actionable task boards.
Excellent organizational skills and attention to both the big picture and 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 working 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

Provide executive support by managing calendars, scheduling meetings, and coordinating complex itineraries or travel arrangements.
Handle correspondence, prepare briefing materials, and manage communications on behalf of leadership.
Prepare for meetings, draft agendas, take notes, and track action items through completion.
Onboard subject matter experts, writers, and specialists for small 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 using project management software.
Organize and track tasks for the in-house production team, monitor progress, flag blockers, and maintain realistic timelines.
Map long-term project workloads across months to help prevent bottlenecks.
Administer the CRM system, maintain accurate contractor records, and track customer needs.
Set up workflows and automations in systems such as Zoho to streamline operations and communication.
Assist with coordinating marketing efforts and campaigns to support production goals.