Project Coordinator & Executive Assistant

Work Schedule: 4 Hours IST + 4 Hours US Shift Overlap

This is a hybrid Project Coordinator + Executive Assistant role. You'll split your time between two things:

1. Project Management Backup (Asana and Monday)

• Own the daily upkeep of our project boards task statuses, deadlines, overdue flags
• Support our Product Manager (based in the US) on active client project plans, catching what falls through the cracks
• Track client progress through our application workflow phases
• Send a daily/weekly status digest flagging what's slipping and needs founder attention
• Chase coaches and essay reviewers for deliverables and deadlines
• Growth path: this role is being built as a trained backup for our PM function. If that role opens up, you'll be first in line no retraining from scratch.

2. Executive & Client Admin Support

• Manage the founder's inbox: triage, draft responses, flag anything needing his personal voice
• Manage his calendar: schedule discovery calls, coach check-ins, webinar prep blocks
• Respond to routine client questions via SMS/text using approved templates and guidance, escalating anything outside scope
• Post scheduled content to Facebook (Reels, carousels) and monitor comments/DMs
• Send outbound client emails (reminders, follow-ups, webinar comms) via our CRM (GoHighLevel); Schedule Zoom Webinars and send follow-ups.
• Light admin: document prep, CRM data hygiene, research as needed

Who You Are

• Fluent, polished written English you'll be writing to US-based clients and representing the founder directly
• Experienced with Asana or similar project management tools (or a fast learner who picks up systems quickly)
• Comfortable managing someone else's inbox and calendar with good judgment about what needs escalation
• Reliable and detail-obsessed this role exists because nothing can slip
• Available for real-time overlap with US Eastern time for at least several hours daily

Nice to Have

• Experience supporting a US-based small business, coaching practice, or consulting firm
• Familiarity with GoHighLevel, Mailchimp/ConvertKit, or another CRM
• Facebook Group management experience
• Exposure to education, admissions, or family-services businesses

What We Offer

• Full-time, 100% remote
• Direct mentorship from the founder — this is a role with a real path to more responsibility, not a dead-end task queue
• Stable, growing company with 18+ years in business