Project Coordinator/Executive Assistant

$55,000 - $55,000/Yr

Grayling Associates - Fort Lauderdale, FL

Full-time

Fort Lauderdale, FL

Administrative and Support Services

About the position

The Project Coordinator/Executive Assistant position at a leading wealth management firm in Fort Lauderdale, FL, is a full-time role that requires a blend of project coordination and executive support skills. This position is in-office and non-remote, emphasizing the importance of direct communication and collaboration within the team. The successful candidate will work closely with the Chief Marketing Officer (CMO) and the Marketing Manager, ensuring that all projects are organized, deadlines are met, and administrative tasks are efficiently handled. As a Project Coordinator, the individual will be responsible for ensuring that processes run smoothly and are well-organized. This includes communicating with clients and marketing team members to keep projects and tasks up to date and in progress. The role involves creating and managing tasks within project management software, running reports on client projects, monitoring the progress of all projects, and tracking them to ensure timely completion. The Project Coordinator will play a crucial role in ensuring that all deadlines are met and that the workflow remains efficient. In the capacity of Executive Assistant, the individual will manage the schedules of the CMO and Marketing Manager, which includes scheduling meetings, drafting and reviewing emails, organizing and preparing for meetings, and coordinating travel and hotel arrangements. The Executive Assistant will also ensure that all meetings and calls are properly documented in the CRM system and provide administrative support to the marketing team as needed. This dual role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously.

Responsibilities

• Ensure processes run smoothly and are well-organized.
• Communicate with clients and marketing team members to ensure projects and tasks are up to date and in progress.
• Create/manage tasks inside project management software.
• Run reports on client projects.
• Monitor progress of all projects.
• Track projects to ensure progress is timely.
• Ensure all deadlines are met by completion date.
• Schedule meetings and manage calendars for CMO and Marketing Manager.
• Draft, review, and send emails on behalf of the CMO and Marketing Manager.
• Organize and prepare for meetings.
• Coordinate travel and hotel arrangements.
• Ensure all meetings/calls are properly documented/recorded in CRM.
• Provide administrative support to marketing team as needed.

Requirements

• Experience in project management software.
• Strong organizational skills.
• Excellent communication skills, both verbal and written.
• Ability to manage multiple tasks and projects simultaneously.
• Attention to detail and ability to meet deadlines.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance