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Job Title: Operations & Project Coordinator

 

About the Company:

Our client is a strategic marketing firm that focuses on delivering exceptional client experiences and driving business growth through seamless execution and targeted support.

 

Job Description:

Our client is seeking a proactive, highly organized Operations & Project Coordinator to serve as the operational backbone of their client delivery and internal initiatives. In this role, you will quarterback daily task execution across active client accounts and coordinate internal growth projects and initiatives — while providing targeted executive support to the CEO. You will work closely with their Account Director to turn high-level client strategies into seamlessly executed deliverables, ensuring project timelines, quality control, and client communications run with precision.

 

Responsibilities of the role:

• Maintain daily project plans, action-item trackers, and execution schedules in ClickUp and Zoho CRM.

• Actively monitor all tasks across internal team members, creative contractors, and advisory bench contributors to ensure on-time delivery.

• Collaborate with strategists, copywriters, web developers, and designers to move client deliverables smoothly through planning, execution, and review.

• Track outstanding invoices and support basic accounts payable/receivable follow-up alongside client metrics reporting.

• Coordinate logistics, timelines, and deliverables for internal initiatives, including the firm's website updates, social media branding, template refreshes, podcast production, and other business growth programs led by the CEO.

• Lead the administrative onboarding process for new client accounts and project rollouts.

• Draft and distribute weekly/bi-weekly status reports and meeting recap notes to clients and stakeholders.

• Perform initial quality-control checks on all contractor and partner deliverables before passing them to senior leadership for review.

• Monitor client email and team messaging/CRM channels to ensure timely follow-ups and seamless client service.

• Audit and optimize the CEO’s calendar, triaging meeting requests, managing time zones, ensuring proper virtual meeting links are included, and protecting deep-work blocks.

• Monitor the CEO’s inbox and Zoho Phone to flag high-priority items, gather meeting prep materials (saving them to Google Drive), and draft routine communications.

• Research, book, and coordinate travel, lodging, and ground transportation for 2–4 annual industry conferences.

• Perform routine appointment confirmations to minimize cancellations and reschedules.

 

Required Experience and Qualifications:

• 2–4+ years in project coordination, agency operations, or executive assistant roles within a fast-paced agency or advisory environment.

• Excellent written and verbal communication skills in English, at a college level of fluency.

• 2–4+ years of experience working directly with American companies or clients, with existing, working fluency in U.S. business norms and communication style.

• Proficiency with project management tools (ClickUp, Asana, or similar), CRMs (Zoho), Google Workspace, Zoom, and communication apps.

• Exceptional proofreading, quality control, and deadline management skills.

• High Emotional Intelligence (EQ) and discretion, with the ability to handle confidential C-suite and client information professionally.

 

Preferred Skills:

• Finisher Mentality: Wired to close loops and see things through to completion. Takes full ownership of tasks and follow-ups from start to finish, with a high degree of accountability for getting things to the finish line — no open loops or loose ends left unattended.

• Adaptability & Initiative: Self-starter who proactively anticipates needs, solves problems independently, and thrives in a growing, dynamic team.

 

Personality:

• Hospitality: Hosting an exceptional client experience.

• Communication: Exhaustively clear communication is the baseline.

• Responsibility: Accountable for our behaviors, our results, and our clients’ results.

• A-Player: Operates as a high-performer, and knows how to work with and support other high-capacity, top-performing teammates.

• Wholeness: Supports fellow team members in being successful as whole people — we celebrate personal goals, life balance, and time with family.

 

Software & Tools:

• ClickUp

• Zoho CRM

• Google Workspace

• Zoom

• Zoho Phone

 

Schedule:

Full-Time

Remote

 

Salary and Benefits:

• Payment in USD or Local Currency according to candidate's preference.

• Full-time remote opportunity.