Technical Project Manager & Executive Assistant — Airtable Required

I am looking for an experienced Technical Project Manager who can also function as my Executive Assistant and right-hand partner. This is not an entry-level project management role and not a traditional Virtual Assistant position.

I manage a demanding professional workload alongside business ownership and personal responsibilities. I need someone who can become an extension of me, helping manage projects, priorities, inbox, calendar, meetings, follow-ups, deadlines, and commitments while continuously improving the systems behind how I work. I am looking for someone highly organized, intelligent, curious, tech-savvy, resourceful, and comfortable operating in a fast-moving environment.

You should be the type of person who notices something inefficient and thinks:

“There has to be a better way to do this.”

Then you research it, recommend a solution, and help implement it.

TWO NON-NEGOTIABLE REQUIREMENTS

1. Professional Project Management / Technical Project Management experience

You must have previously managed real projects involving stakeholders, timelines, deliverables, dependencies, risks, meetings, follow-ups, and status reporting.

2. Professional, hands-on Airtable experience

You must already know Airtable and have used it professionally. This is not something we are looking to train from scratch.

If you do not have BOTH, please do not apply.

What You’ll Own

Project & Technical Project Management

You will help keep multiple projects moving by:

* Building and maintaining project plans
* Managing timelines, milestones, deliverables, and dependencies
* Tracking risks, issues, decisions, and action items
* Following up with stakeholders
* Identifying risks before deadlines are missed
* Preparing agendas and organizing meetings
* Turning meetings into clear actions, owners, and deadlines
* Maintaining project documentation
* Preparing status updates and reporting
* Tracking commitments across multiple workstreams
* Helping coordinate competing priorities
* Identifying when something is stuck and determining what is needed to move it forward

I need someone who can take a messy meeting, project, or brain dump and turn it into an organized execution plan.

You should be able to tell me:

“Here is where we are. Here is what’s at risk. Here is what I’m handling. Here is what we’re waiting on. And here is what I need from you.”

Airtable & Systems

Airtable will be an important part of this role.

You should already be comfortable with:

* Building and maintaining Airtable bases
* Tables and linked records
* Views and filters
* Formulas
* Forms
* Interfaces
* Automations
* Workflow design
* Reporting
* Data organization
* Integrations where appropriate

Executive Assistance

This is where the role differs from a traditional TPM position.

I need someone who is also comfortable being a true executive support partner.

You will help with:

* Inbox and email management
* Identifying and flagging messages that require my attention
* Drafting emails and communications for review
* Tracking unanswered emails and follow-ups
* Calendar management
* Meeting scheduling and coordination
* Identifying calendar conflicts
* Preparing me for upcoming meetings
* Maintaining priorities and task lists
* Tracking commitments I have made
* Reminding and following up with me
* Research and information gathering
* Organizing documents and information
* Business and personal administrative projects as needed

You must be comfortable managing up.

If I owe you something, remind me. If I am holding up a project, tell me. If I committed to something and haven’t completed it, follow up. I am specifically hiring someone so I do not have to keep everything in my own head.

Over time, I want you to understand my projects, responsibilities, working style, and priorities well enough to anticipate what needs attention before I have to ask.

Excel, Data & Analytical Thinking

Strong Excel/Google Sheets skills are required.

You should be comfortable working with:

* Formulas and conditional logic
* XLOOKUP/VLOOKUP or similar lookup functions
* Pivot tables
* Data cleaning and organization
* Trackers and dashboards
* Reporting and basic analysis
* Moderately complex datasets

But I care about more than spreadsheet mechanics. I want someone who is curious about what the data is telling us. If something changed, ask why. If you notice a pattern, investigate it. If something doesn’t make sense, question it. If we’re collecting the wrong information, tell me.

Process Improvement, Technology & Automation

One of the most important parts of this role is helping me work better, not simply helping me do more of the same work.

I want someone who naturally asks questions like:

* Why are we doing this manually?
* Could we create a form for this?
* Why are we entering this information in multiple places?
* Could these systems communicate with each other?
* Is there an application that would solve this problem?
* Could we automate this reminder?
* Why does this problem keep happening?
* Is there a simpler way to accomplish this?

You should be comfortable researching software and tools, testing potential solutions, creating workflows, building forms and automations, developing SOPs/checklists, and recommending better ways of working. You do not need to be a developer.You do need to be technologically curious and willing to figure things out.

AI Fluency

I strongly encourage intelligent use of ---------- e AI to accelerate research, analysis, documentation, formulas, brainstorming, process development, meeting preparation, drafting and repetitive work.

However:AI should accelerate your judgment, not replace it. I am not looking for someone who copies a problem into ChatGPT and sends me whatever comes back. You should understand the work, validate the output, apply your own judgment, and take ownership of the final result.

Who Will Thrive in This Role

You are proactive, curious, extremely organized, resourceful, analytical, and comfortable with technology.

You don’t need every task broken down into step-by-step instructions before you can begin.

If you don’t know something, you research it.

If you see a problem, you bring potential solutions.

If you discover a useful tool, you bring it forward.

If something keeps going wrong, you look for the root cause.

If there is a better way to organize something, you help build it.

If you improve a process, you document it so it can be repeated.

Most importantly, you close loops.

Current Environment & Availability

We are looking to hire immediately and preference will be given to candidates who can start right away or with very short notice.

We are currently in a particularly busy period with a significant amount of work to organize, catch up on and execute.

The first several weeks may be especially fast-paced as we work through existing projects, establish better systems, organize priorities, and create a more sustainable operating rhythm.

I am looking for someone who is willing to lean in during critical periods, demonstrate urgency when deadlines require it, and be flexible when an important project needs additional attention.

The goal is not to maintain a permanently chaotic or “always-on” environment. The goal is the opposite:

Help build the systems, processes, automations, and structure that make the environment less chaotic over time.

This role is best suited for someone with a builder mentality who enjoys taking something messy and making it work better.

Required Qualifications

* Professional Project Management or Technical Project Management experience
* Professional hands-on Airtable experience
* Experience managing multiple projects and stakeholders
* Strong Excel/Google Sheets skills
* Excellent written and spoken English
* Excellent business communication
* Strong organizational and follow-through skills
* Strong technology aptitude
* Experience working with U.S.-based teams, executives, clients, or stakeholders
* Ability to work primarily during U.S. Eastern Time
* Ability to work independently and exercise good judgment
* Comfortable working directly with a busy executive
* Comfortable managing changing priorities
* Reliable computer and internet connection

Experience with tools such as ClickUp, Asana, Jira, Slack, Google Workspace, Microsoft Office, automation/no-code platforms, or similar systems is a plus.

To Apply

answer the following questions:

1. Project Management:
Describe one complex project you personally managed. What was the project, what were you responsible for, who were the stakeholders, what tools did you use, and what was the outcome?

2. Airtable:
Describe the most complex Airtable system you have personally built or managed. Be specific about the tables, linked records, views, formulas, interfaces, automations, integrations, or workflows you used.

If possible, include a sanitized screenshot or short screen recording of something you built. Please remove any confidential information.

3. Process Improvement:
Tell me about something you improved, automated, or redesigned without being specifically asked to do so. What did you notice, what did you change, and what was the result?

4. Executive Support / Managing Up:
Have you supported a busy executive or senior leader before? Describe how you kept them organized and made sure commitments did not fall through the cracks. Please include any experience managing inboxes or calendars.

5. Excel / Google Sheets:
Rate your ability from 1–10 and describe the most complex spreadsheet, dashboard, tracker, or analysis you have personally built.

6. Availability:
What is the earliest date you could begin working full-time during U.S. Eastern Time?

We are looking for someone interested in building a long-term working relationship and growing into an increasingly trusted partner over time.


Compensation: $900 USD/month during the initial ramp-up period.


There will be a formal performance and compensation review, with opportunity for an increase based on demonstrated performance, reliability, ownership, judgment, and ability to independently manage projects and responsibilities.