Executive Support & Project Coordinator

Summary

This role serves as a key coordination support to leadership, ensuring smooth day-to-day operations through managing schedules, travel, expenses, and assisting in project tracking and stakeholder follow-ups.

Duties and Responsibilities

1. Executive Support

• Provide day-to-day administrative support to the Managing Director, including scheduling meetings and coordinating logistics

• Assist in preparing meeting materials and taking notes, ensuring action items are documented and followed up

• Support handling of confidential documents and maintain proper filing of contracts and records

2. Project Coordination Support (PMO)

• Assist in tracking project timelines, milestones, and deliverables across different teams

• Maintain and update project trackers, status reports, and documentation

• Support coordination of project meetings, including scheduling, preparing materials, and capturing meeting minutes

• Follow up with stakeholders on action items and updates to ensure timely progress

• Escalate any delays or issues to the reporting manager where needed

3. Travel & Logistics Coordination

• Coordinate travel arrangements including flights, accommodation, and transport for leadership team members

• Support preparation of travel itineraries and ensure alignment with meeting schedules

• Assist in handling changes to travel plans and resolving basic travel-related issues

4. Expense & Administrative Support

• Process and review expense claims to ensure completeness and compliance with company policies

• Support reconciliation of corporate card statements and follow up on discrepancies

• Coordinate with Finance team on submission and tracking of expense reports

5. Visitor & Meeting Coordination

• Assist in arranging logistics for visitors, including meeting rooms, access passes, and basic hospitality

• Coordinate with internal teams (e.g. security, IT, facilities) to ensure smooth visitor access

• Maintain visitor records and support compliance with internal procedures

6. General Administrative Support

• Provide administrative and coordination support across different functions as required

• Assist in maintaining documentation, templates, and filing systems

• Support process improvements by highlighting inefficiencies or gaps in current workflows

Requirements

• Minimum 1-2 years of experience in executive support, administrative coordination, or similar role

• Previous experience supporting C-level executives preferred

• Proficient in Microsoft Office (Word, Excel, Outlook)

• Organized and detail-oriented

• Able to work independently and as part of a team

• Able to handle sensitive and confidential information appropriately

• Good communication and interpersonal skills

• Flexibility to adapt to changing priorities and work under pressure