Executive Assistant / Project Coordinator (Virtual Assistant)

This is a remote position.

Job Overview

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