Executive Project Coordinator

Ryze Superfoods LLC; United States; Remote; USD 50,000 - 75,000; Full time

Job summary

A fast-growing company seeks an Executive Admin Support professional to manage scheduling and communication for the C-suite. This critical role requires expertise in calendar logistics, strong organizational skills, and the ability to handle confidential information. Ideal candidates will thrive in a dynamic environment while providing proactive support to executive leadership.

Qualifications

• 3+ years experience in executive admin or project coordination roles.
• Must be based in South America and available to work Eastern Time.
• Highly organized with strong attention to detail.

Responsibilities

• Manage 2+ calendars and coordinate meetings across time zones.
• Monitor inboxes and assist with triaging email clutter.
• Support the Executive Admin with daily tasks and priorities.

Skills

Project Coordination

Calendar Management

Communication Skills

Organizational Skills

Discretion

AI Tool Usage

Tools

Google Calendar

Slack

Notion

Google Drive

Job description

About the Role
In this role, you will be responsible for supporting the Executive Admin to the C-suite by managing scheduling, communication flow, inboxes, and task coordination. This position requires a highly organized, detail-oriented professional who thrives on structure, communicates with clarity, and adapts quickly to shifting priorities. You’ll play a key role behind the scenes—keeping everything moving efficiently and enabling the Executive Admin and executive leadership to focus on strategic priorities.

Duties and Responsibilities

Scheduling & Communication Management

Manage 2+ calendars simultaneously (Google Calendar), coordinating internal and external meetings with precision

Handle complex scheduling needs across time zones with a strong grasp of calendar logic and dependencies ("calendar Tetris")

Monitor and flag priority items from shared inboxes, and assist in triaging email clutter

Serve as a day-to-day scheduling and task partner to the Executive Admin, responding to Slack messages throughout the day

Project Coordination & Organizational Support

Book personal and professional appointments as needed, maintaining discretion at all times

Help track action items from meetings, and potentially support with meeting note organization over time

Maintain documents and organize shared folders in Google Drive

Ensure seamless coordination between the Executive Admin and various stakeholders

Daily Workflow & Proactive Support

Check in every morning during Eastern Time (ET) hours to align on the day’s priorities

Stay responsive on Slack and be available throughout the 9–5 PM ET workday

Flag important email items and provide real-time support for communication follow-up

Learn to anticipate the needs of the Executive Admin and executive team, gradually becoming more proactive

Must-Have Skills & Experience

Based in South America and available to work Eastern Time hours (9am–5pm ET)

3+ years experience in project coordination or executive admin roles

Proficiency managing multiple calendars in Google Calendar

Strong grasp of calendar logistics and scheduling strategy

Inbox management experience (preferably with high-volume or executive accounts)

Excellent written and verbal communication skills

Highly organized with strong attention to detail

Comfortable booking personal appointments and managing sensitive tasks

Experience working with confidential information and handling discretion

Heavy user of Slack and comfortable with asynchronous communication

Familiar with AI tools (especially ChatGPT) and able to use them responsibly for tasks such as drafting, summarizing meeting notes, or creating prompts

Nice-to-Have

Experience using Notion to organize tasks or notes

Familiarity with Google Drive and document organization systems

Experience with meeting transcription tools or summarizing from AI-generated recordings

What You’ll Bring to RYZE

A calm, resourceful, and proactive work style

A sense of ownership over your work and an eagerness to support at the highest level

The ability to balance speed and accuracy in a high-growth, fast-moving environment

A collaborative, no-ego attitude and the confidence to work closely with executive leadership

What is your level of English proficiency?*

How many years of experience do you have in project coordination, executive support, or scheduling roles?*

Are you available to work Monday–Friday during Eastern Time (ET) business hours?*

What best describes your experience working with confidential or sensitive information?*