What You’ll Do
As Project Coordinator & Executive Assistant, you’ll act as the central hub for our content production process and leadership support. You'll work closely with both in-house team members and external contractors to ensure that projects stay on schedule, deliverables meet expectations, and no detail slips through the cracks.
Executive Support & Administration
- Provide proactive executive support, including managing calendars, scheduling meetings, and coordinating complex itineraries or travel arrangements
- Handle correspondence, prepare briefing materials, and manage communications on behalf of leadership
- Assist with meeting preparation, drafting agendas, taking meeting notes, and tracking action items to completion
Contractor Management
- Onboard subject matter experts (SMEs), writers, and specialists for small, project-based tasks
- Set clear expectations, timelines, and deliverables
- Review contractor submissions for quality and completion
- Approve and process payments upon successful delivery of work
Project & Task Coordination
- Use our project management software to build and maintain clear Project boards
- Organize and track tasks for the in-house production team
- Monitor progress, flag blockers, and keep timelines realistic
- For long-term projects, map out workload across months to prevent bottlenecks
CRM & Marketing Support
- Administer and manage our CRM system (hands-on experience handling a CRM is a must), ensuring accurate contractor records and tracking customer needs
- Set up workflows and automations within systems like Zoho to streamline operations and communication
- Assist with the coordination of marketing efforts and campaigns to support production goals
Tools You’ll Use
You should be comfortable using — or quickly learning — the following platforms:
- Project and task management tools
- Zoho and other CRM systems (experience setting up automations is essential)
- Calendar, email, and productivity suites (e.g., Google Workspace or Microsoft 365) for executive scheduling and support
- Dropbox for file management and sharing
- Microsoft Teams for internal and external communications
- Proprietary software unique to our workflow (we’ll provide training)
What You Bring
- Proven experience in project coordination and/or acting as an Executive Assistant supporting leadership
- Hands-on CRM experience with a proven ability to configure systems (like Zoho) and build automations
- Exceptional tech-savviness, with an intuitive approach to learning and utilizing online systems and software
- Strong project coordination experience (especially managing contractors or freelancers)
- Familiarity with course development, instructional design, or content production is a big plus
- Proficiency with project management tools and experience designing intuitive, actionable task boards
- Excellent organizational skills — you see both the big picture and the small details
- Clear communicator — written, verbal, and digital
- Able to balance structure with flexibility in a fast-paced, creative environment
Bonus Points If You Have
- Experience coordinating marketing efforts or campaigns
- Experience working in education, e-learning, or publishing
- An understanding of how to scope and forecast team workloads
- A natural instinct for spotting misaligned timelines or resourcing gaps before they become issues
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