Executive Assistant / Project Coordinator (Virtual Assistant)
We are seeking a highly organized, proactive, and adaptable Executive Assistant / Project Coordinator to directly support a business owner managing multiple ventures across different industries and regions. This role is critical in ensuring smooth day-to-day operations, maintaining oversight on ongoing projects, and keeping priorities aligned across various time zones.
Key Responsibilities
Provide direct administrative and operational support to the client across multiple businesses and projects
Monitor ongoing solar and battery projects in Australia, ensuring timelines, deliverables, and communications are on track
Follow up on tasks, emails, and action items to ensure nothing is missed or delayed
Track payments, invoices, and receipts, ensuring accurate documentation and timely updates
Manage calendar, meetings, and scheduling across multiple time zones (China to US East Coast)
Coordinate travel arrangements, including flights, accommodations, and itineraries
Act as a point of contact on behalf of the client when communicating with business partners and government stakeholders
Assist in prioritizing tasks and managing daily workflow to improve efficiency
Maintain organized records, files, and trackers for all ongoing projects
Qualifications and Requirements
Proven experience as an Executive Assistant, Virtual Assistant, or Project Coordinator
Strong organizational and multitasking skills with high attention to detail
Ability to work independently and proactively with minimal supervision
Excellent written and verbal communication skills
Experience coordinating across multiple time zones
Confident in handling professional communication with external stakeholders, including executives and government contacts
Familiarity with project tracking tools, CRMs, and productivity platforms (e.g., Google Workspace, Trello, Asana, etc.)
Financial tracking experience (invoices, receipts, basic reporting) is highly preferred
Background in renewable energy, construction, or technical projects is a plus but not required
Nice to have skills
Highly proactive and solution-oriented
Detail-oriented and structured in approach
Adaptable in a fast-paced, multi-project environment
Strong sense of accountability and ownership
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