Role overview

Qualifications

Proven experience as an Executive Assistant, Virtual Assistant, or Project Coordinator
Strong organizational and multitasking skills with high attention to detail
Experience coordinating across multiple time zones
Familiarity with project tracking tools, CRMs, and productivity platforms (e.g., Google Workspace, Trello, Asana)

Responsibilities

Provide direct administrative and operational support to the client across multiple businesses and projects
Monitor ongoing solar and battery projects in Australia, ensuring timelines, deliverables, and communications are on track
Manage calendar, meetings, and scheduling across multiple time zones, and coordinate travel arrangements
Track payments, invoices, and receipts, ensuring accurate documentation and timely updates; act as a point of contact with business partners and government stakeholders

Key facts

Remote from: Anywhere
Full time
Expert & Leadership (>10 years)
Project Coordinator
English

Other skills

Virtual Collaboration
Prioritization
Scheduling
Solutions Focused
Accountability
Non-Verbal Communication
Multitasking
Time Management
Detail Oriented

About the company

Easy Outsource

As a business owner, there comes a time when you’re faced with a chicken or egg situation.Your business is growing fast, so your need for talent is increasing. But finding, training, and managing new people requires time.Time you don’t have, because you’re busy with the onslaught of new work.So you try to hire more but your team can’t find people you need fast enough.Worst of all… you’ve tried delegating & even outsourcing before and it didn’t work. It’s hard to find people to mesh with your team, and it’s even harder to manage them remotely.As an outsourcing company, our goal isn’t just to find you workers. We’ll find you that perfect match.Because unlike other outsourcing companies, Recruitment is in our DNA. With a combined 47 years of experience recruiting for finance, tech, marketing, SaaS, & the healthcare sector, EasyOutsource partners with fast-growing companies to provide diverse, & top-notch talent not just in North America but worldwide.Our easy Triple-C formula of Caliber talent, Client-focused approach, & Cost-effective service solves the hassle of finding talented remote workers.So if you want to> Hire at scale, while keeping costs low> Find specialized skills too expensive in your area> Stay innovative with a diverse team> Find remote workers sans the challenges of managing themApply for a consultation with one of our talent experts:https://www.easy-outsource.com/Let’s see if we’re a good fit. We’ll ask questions about your business — your goals, challenges, & hiring requirements.Our experts will explain our criteria in matching offshore talent with different businesses, & answer questions you may have. The goal is to understand your goals and management style to see if we can collaborate.After that, they’ll go back to our team with your requested talent profile so we can start sourcing a candidate.If you’re ready for new team members at half the cost (& headaches), let’s talk https://www.easy-outsource.com/

Company details

Company typeStartup

Company size11 - 50

Links

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Job description

This is a remote position.

Job Overview

We are seeking a highly organized, proactive, and adaptable Executive Assistant / Project Coordinator to directly support a business owner managing multiple ventures across different industries and regions. This role is critical in ensuring smooth day-to-day operations, maintaining oversight on ongoing projects, and keeping priorities aligned across various time zones.

Key Responsibilities

Provide direct administrative and operational support to the client across multiple businesses and projects
Monitor ongoing solar and battery projects in Australia, ensuring timelines, deliverables, and communications are on track
Follow up on tasks, emails, and action items to ensure nothing is missed or delayed
Track payments, invoices, and receipts, ensuring accurate documentation and timely updates
Manage calendar, meetings, and scheduling across multiple time zones (China to US East Coast)
Coordinate travel arrangements, including flights, accommodations, and itineraries
Act as a point of contact on behalf of the client when communicating with business partners and government stakeholders
Assist in prioritizing tasks and managing daily workflow to improve efficiency
Maintain organized records, files, and trackers for all ongoing projects

Qualifications and Requirements

Proven experience as an Executive Assistant, Virtual Assistant, or Project Coordinator
Strong organizational and multitasking skills with high attention to detail
Ability to work independently and proactively with minimal supervision
Excellent written and verbal communication skills
Experience coordinating across multiple time zones
Confident in handling professional communication with external stakeholders, including executives and government contacts
Familiarity with project tracking tools, CRMs, and productivity platforms (e.g., Google Workspace, Trello, Asana, etc.)
Financial tracking experience (invoices, receipts, basic reporting) is highly preferred
Background in renewable energy, construction, or technical projects is a plus but not required

Nice to have skills

Highly proactive and solution-oriented
Detail-oriented and structured in approach
Adaptable in a fast-paced, multi-project environment
Strong sense of accountability and ownership