Executive Assistant/Project Coordinator

Executive Assistant/Project Coordinator

Job Summary

This role supports the Chief Marketing Officer (CMO) who oversees multiple brands.

We are seeking a highly proactive, exceptionally organized Executive Assistant / Project Coordinator with 2–3 years of relevant experience.

The ideal candidate is a resourceful, detail-oriented professional who thrives in a fast-paced environment, adeptly manages competing priorities, and ensures operational efficiency. You will act as a trusted partner, maintaining schedules, tracking assignments, coordinating projects, and ensuring seamless day-to-day operations.

Key Responsibilities

Executive Support

● Proactively manage complex calendars, scheduling meetings, appointments, and travel arrangements.

● Prepare detailed agendas and ensure all necessary materials are available for meetings and presentations.

● Anticipate the CMO’s needs and provide proactive solutions to streamline daily operations.

● Handle sensitive and confidential information with discretion and professionalism.

Project Coordination

● Track assignments and follow up with team members to ensure deadlines are met.

● Maintain and update task lists, project timelines, and priority matrices for multiple ongoing initiatives.

● Serve as a liaison between the CMO and internal/external stakeholders, ensuring effective communication and follow-through.

● Take clear, actionable notes during meetings and distribute summaries and next steps promptly.

Administrative Organization

● Oversee inboxes, ensuring timely responses and flagging critical messages.

● Develop and maintain organizational systems to streamline documentation, file management, and workflow processes.

● Manage expense reports, vendor contracts, and office supply inventories as needed.

● Assist in the preparation of presentations, reports, and other communication materials.

Qualifications

● Experience: 2–3 years of experience as an executive assistant, project coordinator, or a similar role supporting senior executives.

● Education: Bachelor’s degree preferred but not required.

● Technical Proficiency: Advanced proficiency with Google Workspace (Docs, Slides, Sheets) and/or Microsoft Office Suite, collaboration tools like Asana (ideal) Slack, or Trello. Experience in real estate marketing with CRM systems is a plus. Even light experience with design programs such as InDesign/Photoshop a bonus.

● Communication Skills: Exceptional verbal and written communication skills.

● Time Management: Proven ability to manage multiple priorities and deadlines simultaneously.

● Organization: Superior attention to detail with a knack for creating and maintaining effective systems.

● Proactive Mindset: Self-starter with a solution-oriented approach and a high degree of initiative.

● Interpersonal Skills: Collaborative, warm, and supportive team player with a professional demeanor and strong relationship-building abilities.

Preferred Skills

● Experience in a marketing, real estate, or entertainment industry environment.

● Familiarity with branding, market research, or creative production workflows.

● Basic knowledge of financial reporting or budgeting processes a plus but not required.

What We Offer

● Competitive salary in the range of $65,000 – $70,000 annually, commensurate with experience.

● Opportunity to work with a dynamic, forward-thinking team.

● Exposure to high level marketing strategy and the opportunity to contribute creatively.

● A role with significant impact and visibility, directly contributing to the success of multiple companies.

To Apply:

Please send your resume, a cover letter detailing your relevant experience, and three professional references to [insert email address]. Applications will be reviewed on a rolling basis.

Job Type: Full-time

Pay: $65,000.00 - $70,000.00 per year

Ability to Relocate:

• Sherman Oaks, CA 91423: Relocate before starting work (Required)

Work Location: In person