Executive Assistant & Project Coordinator

Description

SHINE Technologies is seeking an Executive Assistant & Project Coordinator to provide high-level administrative and project support to members of SHINE’s executive team. The Executive Assistant & Project Coordinator manages complex calendars, travel, meetings, correspondence, and reporting for assigned executives, and coordinates projects for Marketing and other departments as assigned. The role requires exceptional attention to detail, sound judgment, and the ability to manage competing priorities for multiple leaders.

The base salary range for this position is $75,000 - $95,000 per year plus a comprehensive compensation package. Our salary ranges are determined by role, level, and location.

Duties and Responsibilities:

Executive Administrative Support

• Manages complex, frequently changing calendars for assigned executives; anticipates conflicts and prioritizes time around business needs.
• Arranges detailed travel plans, itineraries, and agendas; prepares and reconciles expense reports accurately and on time.
• Coordinates internal and external meetings, including logistics, agendas, materials, and follow-up on action items.
• Drafts, edits, and proofreads correspondence, reports, and presentations to a high standard of accuracy and professional polish.
• Builds and maintains spreadsheets, trackers, and reports in Excel, and creates and formats executive-ready presentations in PowerPoint.
• Serves as a point of contact between assigned executives and internal teams, external partners, and other stakeholders.
• Prioritizes competing requests from multiple executives and follows through on tasks to completion, often under tight deadlines.
• Maintains organized and confidential files, records, and contact information.
• Provides coverage and support for other members of the administrative team as needed.

Project Coordination

• Manages multiple concurrent projects in Asana, including building project plans and timelines, assigning tasks, tracking deadlines, and keeping project boards accurate and up to date.
• Coordinates work across multiple stakeholders, including the marketing team, freelancers, agencies, internal subject matter experts, executives, and legal, to keep projects aligned and moving forward.
• Manages review and approval cycles, routing deliverables through executive and legal review and tracking feedback to resolution.
• Follows up with project contributors to keep work on schedule and escalates risks or delays early.
• Maintains project documentation, status updates, and action-item logs, and reports progress to stakeholders.
• Helps establish and improve project management processes, templates, and workflows to increase team productivity.

Requirements

• Five or more years of experience providing executive-level administrative support.
• Demonstrated project management experience, including managing a high volume of concurrent projects and coordinating internal and external stakeholders from kickoff through completion.
• Exceptional attention to detail, with a consistent record of accurate, error-free work.
• Advanced proficiency in Microsoft 365, including Outlook, Teams, Word, and SharePoint.
• Advanced Excel skills (e.g., formulas, lookups, pivot tables, and data formatting) and advanced PowerPoint skills.
• Strong written and verbal communication skills.
• Ability to use sound judgment in decision making, along with strong analytical and organizational skills.
• Proven ability to maintain strict confidentiality and discretion in communicating with others.
• Ability to respond to urgent requests and issues that may arise outside of standard business hours.
• Remains positive and maintains a high level of performance and professionalism under stressful conditions.

Preferred Qualifications:

• Experience using Asana to manage projects and workflows.
• Familiarity with other project management tools (e.g., Microsoft Planner or Microsoft Project) or formal project management training.
• Experience using AI tools (e.g., Microsoft Copilot, ChatGPT, or Claude) to improve productivity and quality of work.
• Experience in a technology, manufacturing, healthcare, or other regulated industry.
• Bachelor’s degree or equivalent combination of education and experience.

Personal Characteristics:

As the Company continues to grow, it is imperative that the successful candidate be first and foremost a team player. The successful individual will also possess many critical personal characteristics, including:

• Strong Work Ethic and Team Player: The successful candidate perseveres through setbacks and is resourceful and innovative at tackling multiple challenges, both individually and as part of a team.
• Integrity and Professional Presence: The successful candidate understands the importance of maintaining a high level of integrity and projects the appropriate professional image of the Company.

Working Conditions and Physical Effort:

• Work involves moderate exposure to unusual elements, such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors, and/or loud noises.
• Work environment involves some exposure to hazards or physical risks, which require following basic safety precautions.
• No or very limited physical effort required.

Employees must be able to perform the essential functions of the position satisfactorily. If requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of this job, absent undue hardship.

Eligibility for employment is conditioned on the applicant’s ability to qualify for access to information subject to U.S. Export Controls. Additionally, applicant’s eligibility may be conditioned based upon meeting the Nuclear Regulatory Commission requirements for access to Safeguards Information, which typically requires a pre-employment drug screen, fingerprinting and criminal background check.

SHINE values diversity in all its forms as a critical component of innovation, which is fundamental to our success. Every member of the SHINE community benefits from the talents and experiences of our peers, from the mutual respect we exercise, and from the responsibility we take for our actions.

SHINE Technologies, LLC maintains affirmative action plans for individuals with disabilities and protected veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

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