Project Coordinator & Executive Assistant

Moore Solutions Inc

Port St Lucie, FL

Full-time

6 days ago

Job Description

Benefits:

Company parties
Competitive salary
Employee discounts
Opportunity for advancement
Paid time off
Training & development

What You’ll Do
As Project Coordinator & Executive Assistant, you’ll act as the central hub for our content production process and leadership support. You'll work closely with both in-house team members and external contractors to ensure that projects stay on schedule, deliverables meet expectations, and no detail slips through the cracks.

Executive Support & Administration

Provide proactive executive support, including managing calendars, scheduling meetings, and coordinating complex itineraries or travel arrangements
Handle correspondence, prepare briefing materials, and manage communications on behalf of leadership
Assist with meeting preparation, drafting agendas, taking meeting notes, and tracking action items to completion

Contractor Management

Onboard subject matter experts (SMEs), writers, and specialists for small, project-based tasks
Set clear expectations, timelines, and deliverables
Review contractor submissions for quality and completion
Approve and process payments upon successful delivery of work

Project & Task Coordination

Use our project management software to build and maintain clear Project boards
Organize and track tasks for the in-house production team
Monitor progress, flag blockers, and keep timelines realistic
For long-term projects, map out workload across months to prevent bottlenecks

CRM & Marketing Support

Administer and manage our CRM system (hands-on experience handling a CRM is a must), ensuring accurate contractor records and tracking customer needs
Set up workflows and automations within systems like Zoho to streamline operations and communication
Assist with the coordination of marketing efforts and campaigns to support production goals

Tools You’ll Use
You should be comfortable using — or quickly learning — the following platforms:

Project and task management tools
Zoho and other CRM systems (experience setting up automations is essential)
Calendar, email, and productivity suites (e.g., Google Workspace or Microsoft 365) for executive scheduling and support
Dropbox for file management and sharing
Microsoft Teams for internal and external communications
Proprietary software unique to our workflow (we’ll provide training)

What You Bring

Proven experience in project coordination and/or acting as an Executive Assistant supporting leadership
Hands-on CRM experience with a proven ability to configure systems (like Zoho) and build automations
Exceptional tech-savviness, with an intuitive approach to learning and utilizing online systems and software
Strong project coordination experience (especially managing contractors or freelancers)
Familiarity with course development, instructional design, or content production is a big plus
Proficiency with project management tools and experience designing intuitive, actionable task boards
Excellent organizational skills — you see both the big picture and the small details
Clear communicator — written, verbal, and digital
Able to balance structure with flexibility in a fast-paced, creative environment

Bonus Points If You Have

Experience coordinating marketing efforts or campaigns
Experience working in education, e-learning, or publishing
An understanding of how to scope and forecast team workloads
A natural instinct for spotting misaligned timelines or resourcing gaps before they become issues

Numbers & Facts

Location	Port St Lucie, FL
Job Type	Full-time

Skills

Administrative Skillsunmatched
Calendar Managementunmatched
Communication Skillsunmatched
Course Developmentunmatched
Customer Relationship Management (CRM)unmatched
Customer Relationship Management (CRM) Systemsunmatched
Executive Assistant Skills unmatched
File Managementunmatched
Forecastingunmatched
Instructional Designunmatched
Leadershipunmatched
Marketingunmatched
Marketing Campaignunmatched
Meeting Minutesunmatched
Microsoft Product Familyunmatched
Microsoft Windows System Internals/Programmingunmatched
Operational Communicationsunmatched
Organizational Skillsunmatched
Presentation/Verbal Skillsunmatched
Production Supportunmatched
Project Management Softwareunmatched
Project Scheduleunmatched
Project Trackingunmatched
Project/Program Coordinationunmatched
Project/Program Managementunmatched
Systems Administration/Managementunmatched
Time Managementunmatched
Track Customer Issuesunmatched
Training/Teachingunmatched
Travel Planningunmatched
Workflow/BPM (Business Process Management) Softwareunmatched
Writing Skillsunmatched

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