Executive Assistant / Project Coordinator

Position Overview

We are seeking a highly organized, autonomous Executive Assistant / Project Coordinator to provide operational and administrative support. This role is ideal for someone who thrives on structure, follow-through, and keeping multiple moving pieces organized without requiring constant oversight. The ideal candidate will take ownership of tasks, communicate clearly (primarily via email and project management tools), and proactively manage workflows. This role will begin as part-time, with strong potential to grow into a full-time position based on performance and business needs. Target start date is April.

Key Responsibilities Project & Tenant Coordination

● Coordinate tenants and community partners for property activations and quarterly events

● Track deliverables and ensure all parties complete assigned tasks

● Submit special event permits with the city

● Organize logistics for project initiatives

● Follow up with nonprofits and community partners to ensure timely completion of responsibilities

Administrative Support

● Invoicing and billing support

● Tracking payments and maintaining organized records

● Light accounting responsibilities, including basic bookkeeping for buildings and property management

● Utility billing reconciliation and billing-back to tenants

● General executive administrative support

● Managing and updating tasks inside ClickUp Communication

● Draft and manage professional email communications

● Serve as a coordination point (primarily email-based)

● Provide updates and respond to task-related questions within ClickUp

• Strong organizational and time management skills
• High attention to detail
• Excellent written communication skills
• Ability to work autonomously with minimal hand-holding
• Experience with project coordination or executive administration
• Comfortable handling invoicing, billing, and light bookkeeping tasks (training provided if needed)
• Experience with ClickUp (preferred but not required, must be comfortable learning it quickly)

• Background in project management 
• Experience supporting real estate or community-based initiatives 
• Basic accounting or bookkeeping experience 
• Process improvement mindset 
• Ability to anticipate needs and proactively solve problems 

• Autonomous and self-directed 
• Comfortable receiving tasks via ClickUp and executing independently 
• Organized communicator who stays on top of deadlines 
• Minimal meetings required, strong preference for async communication

Why Join Assist World?

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$500 entry monthly raffle

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