PROJECT MANAGER / EXECUTIVE ASSISTANT

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PROJECT MANAGER / EXECUTIVE ASSISTANT
Full-Time | Remote | Independent Contractor
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*** AI GENERATED ANSWERS WILL BE AUTOMATICALLY DECLINED ***

We use AI every day here, so we know what it sounds like. Use it
to think, not to answer for you. Applications with AI written
responses will be rejected without review.

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We're looking for an experienced project manager and executive
assistant to keep our projects moving, our systems current, and
our leadership supported.

This is not an entry-level position. You'll work independently
across multiple active projects and support more than one
executive, so we need someone who already knows how to do this
work and doesn't need to be managed closely. We move fast and we
don't have time to train the basics.

You need to be genuinely strong with technology. We run on a
stack of connected tools and we use AI daily as part of how the
work gets done. If software slows you down, or if AI tools make
you uneasy, this is not the right fit. We're looking for someone
who picks up a new platform on their own, figures out how to
make it work better, and uses AI well without taking its output
at face value.

Our team is distributed across several countries and time zones,
and part of this role is keeping work moving when the people
involved are not online at the same time.


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SCHEDULE AND PAY
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Monday through Friday, 9:00 AM to 6:00 PM Central Time, with a
1 hour unpaid lunch. 40 hours per week. Availability during
those hours is required.

$1,500 per month, $750 paid twice monthly on the 1st and the
15th, as an independent contractor.


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TIME OFF AND BENEFITS
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Sick and personal time is covered under PTO after 6 months of
service. Full-time contractors get 24 paid hours per year, used
in blocks of up to one 6-hour shift at a time. Part-time gets 12
paid hours per year, up to one 3-hour shift at a time. Requests
should be submitted at least 24 hours in advance or the time may
be unpaid.

Paid vacation starts after 1 year of service. Full-time
contractors receive 30 paid hours per year. Minimum use is 12
hours, or two shifts, with 30-day notice and approval.

Bereavement leave is accommodated for the death of an immediate
family member, including spouse or domestic partner, child,
parent, sibling, or in-law. That time is deducted from available
PTO. PTO may also be requested for the loss of an extended
family member.

Holidays follow the assigned client's holiday schedule and are
unpaid.

Religious observance is accommodated. That time is unpaid and
should be requested two weeks ahead.

Bonuses: $50 on your birthday, $100 at your one-year
anniversary, and an end-of-year bonus of $200 for full-time or
$100 for part-time. Bonuses are subject to the eligibility and
discretionary terms in the handbook.


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BUSINESS RESPONSIBILITIES
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----- Project management and coordination ---------------------

· Keep projects on track and make sure tasks actually get done

· Build and maintain production schedules from established
scopes and timelines, including working backward from dates
that can't move

· Track deadlines, meetings, deliverables, and internal review
dates across the portfolio

· Drive multi-stage initiatives from plan to completion,
holding owners to sequencing and dependencies

· Follow up with team members, vendors, and contractors to keep
work moving

· Identify stalled work and unblock it before it shows up as a
missed date

· Maintain organized project files and documentation for each
engagement


----- Executive and administrative support --------------------

· Provide executive assistant support to leadership, including
calendar and scheduling coordination across international
time zones

· Manage and route email, flag what needs attention, and keep
nothing from slipping

· Coordinate travel and prepare materials for meetings, calls,
and client sessions

· Handle document preparation and general administrative work
as needed


----- Systems and tools ---------------------------------------

· Work fluently across project management, CRM, e-commerce,
communication, and document tools, and keep them in sync with
each other

· Learn new platforms quickly without hand-holding, including
tools the team has not used before

· Use AI tools daily to research, draft, synthesize, and
organize, and verify that output before it moves forward

· Spot where a process is manual or breaking and propose a
better way to run it


----- Billing and operations ----------------------------------

· Support accounts receivable and payable, invoicing, and
billing coordination

· Maintain and update CRM and project management systems so
records stay accurate

· Coordinate with vendors and contractors on documentation,
onboarding, and payment

· Track vendor and production lead times and factor them into
schedules

· Monitor project and client budgets and keep tracking current

· Support inventory and e-commerce record accuracy, including
keeping product data and counts current across systems


----- Document production and quality control -----------------

· Proofread proposals, reports, presentations, and other
documents for grammar, formatting, consistency, and accuracy

· Check documents against source materials and templates, and
confirm names, titles, dates, and details

· Maintain version control and prepare documents for final
review

· Coordinate review cycles across contributors and close them
out on schedule


----- Research and business development -----------------------

· Research RFPs, RFQs, and other opportunities aligned with our
services

· Conduct preliminary research on prospective clients,
partners, and organizations

· Prepare background briefs ahead of meetings so leadership
walks in informed

· Track opportunities, deadlines, requirements, and status in
an organized system

· Gather background for go or no-go decisions and help assemble
proposal components

· Track business licensing renewals, filing deadlines, and
other compliance requirements


----- Team coordination ---------------------------------------

· Attend team and project meetings prepared and up to speed

· Build agendas ahead of meetings, take notes, document
decisions and assignments, and update tracking systems
afterward

· Produce a consistent written status update by workstream
covering what shipped, what slipped, what's at risk, and what
needs a decision

· Delegate to and review the work of remote support staff,
including scoping assignments and holding deadlines

· Follow up on action items and flag deadlines, gaps, or issues
before they become problems


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PERSONAL AND HOUSEHOLD RESPONSIBILITIES
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----- Inbox and communication ---------------------------------

· Review and organize personal email and work toward inbox zero

· Check digital mailboxes and flag anything that needs
attention

· Track follow-ups and maintain clear task lists

· Handle personal and family information with discretion


----- Family and calendar coordination ------------------------

· Maintain the family calendar and shared scheduling app

· Track the children's school, activities, appointments, and
other commitments

· Manage the babysitter's schedule from the live calendar
events

· Create weekly toddler agendas for the nanny or sitter

· Keep the spouse updated on important schedule changes

· Schedule family appointments and handle confirmations


----- Household management ------------------------------------

· Coordinate recurring services such as cleaning, water
delivery, and lawn care

· Place household and online orders as needed

· Coordinate home maintenance and small errands

· Track vehicle registration, inspection, and other compliance
dates


----- Meals and groceries -------------------------------------

· Create weekly meal plans

· Place grocery orders through delivery services

· Update the recipe app as needed

· Research family-friendly activities and weekend plans


----- Personal finances and records ---------------------------

· Track and categorize personal expenses in personal finance
software

· Monitor bills, due dates, and recurring payments

· Maintain the monthly household budget

· Prepare weekly financial reports

· Process babysitter payroll every two weeks

· Organize and maintain family documents in a digital records
system


----- Medical and administrative support ----------------------

· Track monthly prescription refills

· Schedule and coordinate family medical and dental
appointments

· Review insurance and provider records and confirm information
is current

· Track personal licensing renewals and filing deadlines


----- Occasional projects -------------------------------------

· Research homeownership and housing assistance programs at the
state and local level

· Make approved settlement calls and send credit-related
correspondence

· Complete and maintain the family profile sheet

· Set up accounts and enrollment items for an adult child,
including college accounts

· Research jobs and college or culinary programs as needed

· Gather registration and inspection dates for household
vehicles

· Assist with driver's license renewal

· Handle family memberships and registrations

· Assist with other personal, household, family, or
small-business administrative projects as they come up


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WHAT WE'RE LOOKING FOR
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· Direct, hands-on experience with advanced project management
and executive support

· Roughly 3 or more years in project coordination, executive
support, consulting, professional services, or a similar
environment

· Highly tech savvy, with real fluency across business software
and a track record of learning new systems fast

· Active, comfortable use of AI tools in daily work, plus the
judgment to check what they produce

· Experience coordinating across time zones and with
international teams

· Exceptional organization and attention to detail

· Strong research, writing, and proofreading skills

· Advanced spreadsheet skills and comfort managing large
amounts of information

· Comfortable moving between business projects and personal or
household tasks in the same day

· Proactive and self-directed, someone we don't have to chase
or remind

· Careful with confidential business, personal, family, and
financial information

· Willing to ask when approval is needed rather than guessing

· Reliable technology and internet for remote work

· Available to start immediately

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Apply here: ----------