We are seeking a highly organized, proactive, and detail-oriented Executive Assistant Project Coordinator to support the leadership team of a growing, multi-location senior living organization.
This role will be responsible for supporting, coordinating and managing a variety of operational, marketing, and strategic projects on behalf of the executive team,. The Project Coordinator will provide clear communication across all cross functional parties, to ensure projects are completed on time and the executives are kept up to date on status.
The ideal candidate is a strong project coordinator who can bring structure to multiple initiatives happening simultaneously, keep track of various simultaneous projects, coordinating meetings, correspondence and other executive tasks as needed.
This is a highly collaborative, hands-on position that will work closely with Marketing, Operations, Finance, Sales, local community leadership, vendors, and executive leadership.
Key Responsibilities
Project Coordination & Execution
- Assist Executive Team as needed on managing and tracking multiple operational, marketing, and strategic projects simultaneously from planning through completion.
- Develop and maintain detailed project plans, timelines, milestones, deliverables, and dependencies.
- Establish clear ownership and accountability for project tasks.
- Monitor project progress and proactively identify delays, risks, resource constraints, and potential issues.
- Follow up with stakeholders to ensure deliverables are completed on time and to expectations.
- Manage project workflows from A to Z, ensuring nothing falls through the cracks.
- Coordinate meetings, project updates, action items, and follow-up communications.
- Maintain accurate project documentation and status reports.
Operations & Resource Coordination
- Partner with leadership to prioritize projects and allocate resources appropriately.
- Coordinate resources across multiple locations, departments, vendors, and external partners.
- Identify competing priorities and resource constraints and escalate issues when necessary.
- Help leadership understand workload, capacity, timelines, and potential bottlenecks.
- Support the implementation of new operational processes, systems, initiatives, and organizational programs.
- Ensure projects are aligned with broader organizational priorities and business objectives.
Marketing Project Coordination
- Coordinate with the Regional Director of Marketing to ensure marketing projects are delivered on schedule and within approved budgets.
- Track campaign and project deliverables and provide visibility to leadership on progress and outstanding items.
- Support the rollout of corporate initiatives across individual communities.
Budget & Financial Tracking
- Track project budgets, expenses, invoices, and financial commitments.
- Monitor spending against approved budgets and identify variances.
- Partner with Finance and project owners to ensure expenditures are properly allocated and aligned with approved budgets.
- Prepare financial and project-related reporting for leadership.
- Identify potential budget risks and communicate them proactively.
- Maintain accurate records of project costs and financial status.
Leadership Reporting & Communication
- Develop and maintain project dashboards, status reports, timelines, and performance updates for senior leadership.
- Present project status, milestones, risks, budget performance, resource requirements, and upcoming deliverables to leadership.
- Translate detailed project information into concise, actionable updates.
- Establish consistent reporting processes across projects and locations.
- Ensure leadership has the information needed to make timely decisions.
- Track action items and ensure follow-through after leadership meetings.
Project Management Systems & Reporting
- Utilize project management and reporting tools to organize workflows, track deliverables, monitor deadlines, and provide real-time visibility into project status.
- Develop standardized project tracking and reporting processes.
- Maintain accurate project data and documentation.
- Continuously improve project management processes, templates, dashboards, and reporting methodologies.
- Help establish best practices for project execution across the organization.
Qualifications
- Bachelor’s degree in Business, Marketing, Operations, Project Management, or a related field preferred.
- 3–7+ years of experience in project coordination, project management, operations, marketing operations, or a similar role.
- Demonstrated ability to manage multiple projects and priorities simultaneously.
- Strong understanding of project planning, timelines, milestones, dependencies, and deliverables.
- Experience tracking budgets, expenses, and financial performance.
- Strong proficiency with Excel and project management/reporting tools.
- Excellent written and verbal communication skills.
- Highly organized with exceptional attention to detail.
- Strong follow-up and accountability skills.
- Ability to work cross-functionally with senior leadership and teams across multiple locations.
- Comfortable working in a fast-paced environment where priorities may shift.
- Strong problem-solving skills and the ability to anticipate issues before they become problems.
- Ability to work onsite in Florida.
Preferred Experience
- Experience within senior living, healthcare, hospitality, real estate, or another multi-location organization.
Estimated Compensation: $75,000 - $85,000 Per Year