Executive Assistant and Project Coordinator at Mara Cruiz Organics

ob Summary 

• The Executive Assistant & Project Coordinator provides high-level administrative support to the CEO while simultaneously coordinating key company projects from planning to execution.
• This role ensures the smooth running of the Executive Office, manages communication, schedules, and documentation, and drives the successful coordination, monitoring, and reporting of ongoing projects across the organization.

Key Responsibilities
Executive Support:

• Manage the CEO’s calendar, appointments, travel arrangements, and daily schedules.
• Prepare briefing documents, presentations, reports, and meeting materials.
• Organize and record minutes of executive meetings; track follow-ups and ensure action items are completed.
• Maintain strict confidentiality of all business and personal information.
• Serve as the primary point of contact between the CEO and internal/external stakeholders.
• Screen emails, calls, and messages; prioritize urgent matters and filter non-essential communication.

Project Coordination:

• Assist the CEO in planning, organizing, and executing company projects.
• Develop project timelines, work plans, and progress trackers to ensure deadlines are met.
• Coordinate with different departments (HR, Operations, Finance, Sales, etc.) to gather information and move tasks forward.
• Monitor project progress and escalate delays or challenges.
• Compile weekly and monthly project status reports for management review.
• Follow up with teams to ensure deliverables are completed accurately and on schedule.

Operations & Administrative Support:

• Maintain and organize filing systems, documentation, and internal records.
• Support in preparing proposals, business documents, presentations, and strategy materials.
• Manage office-level administrative tasks that support executive operations.
• Assist with event preparation, strategic meetings, workshops, and project kick-offs.

Communication & Coordination:

• Draft official emails, letters, memos, and internal communication for and on behalf of the CEO.
• Liaise with vendors, clients, and partners on project- or executive-related matters.
• Ensure clear, timely communication across teams involved in different phases of projects.

Research & Analysis:

• Conduct market research, competitor analysis, and data gathering to support the CEO’s decision-making.
• Analyze project data and prepare concise summaries, insights, and recommendations.

Key Performance Indicators (KPIs)

• Timely completion of executive tasks and action items.
• Efficiency of the CEO’s schedule and communication flow.
• Accuracy and timeliness of project reports and deliverables.
• Successful coordination of cross-departmental tasks.
• Overall project execution efficiency.
• Stakeholder satisfaction (internal and external).

Requirements

• Bachelor's/ Diploma Degree, Project Management, Social Sciences, or related field.
• 2 – 5 years of experience as an Executive Assistant, Project Coordinator, or similar role.
• Experience in fast-paced or structured corporate environments is an added advantage.

Skills:

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficient in Google Workspace (Docs, Sheets, Slides, Drive)
• Strong analytical and problem-solving abilities.
• Ability to manage multiple priorities and work under pressure.
• High level of professionalism, discretion, and confidentiality.
• Strong interpersonal and relationship-management skills.
• Ability to coordinate cross-functional teams effectively.

Work Conditions:

• Hybrid.
• May occasionally require weekend or after-hours work based on project urgency or executive commitments.
• Proficient in Google Workspace (Docs, Sheets, Slides, Drive).