Half-day Executive Assistant & Project Manager

RecruitMyMom; United States; Remote; USD 34,000 - 55,000; Part time

Job summary

RecruitMyMom is seeking a detail-oriented executive support professional for a remote, part-time role (approximately 20 hours per week) over a 3-month period starting 1 September 2026. The role focuses on diary management, client communications, and coordinating project delivery timelines within a creative agency context.

The successful candidate will bridge coordination between clients, internal teams, and management, ensuring schedules stay on track and actions are proactively followed up.

Qualifications

• Proven experience in executive support and diary management.
• Background in project coordination or project management.
• Strong verbal and written communication with client interactions.
• Exceptional organisational ability and proactive work ethic.

Responsibilities

• Diary & Schedule Management: coordinate calendars and prepare daily priority reports.
• Project Coordination: oversee creative projects from brief to delivery with milestones.
• Briefing & Communication: translate client requirements into briefs in PM systems; brief staff and manage feedback.
• Client & Stakeholder Engagement: act as central contact between clients, creative teams, and management.
• Proactive Oversight: follow up on actions and maintain documentation across systems.

Skills

Executive support

Diary management

Administrative coordination

Project coordination

Client communication

Attention to detail

Calendar management

Tools

Project management systems

Calendar software

Job description

This is a remote position. Driving daily operational momentum and structured workflow execution, this remote position provides critical support to key stakeholders within a creative agency environment. Working on a half-day basis (approximately 20 hours per week) for 3 months from 1 September 2026, this opportunity focuses on maximising output during concentrated daily hours. The role is designed to keep client communications moving smoothly, ensure daily schedules remain on track, and bridge coordination between internal creative teams and management. The position suits a structured professional skilled at managing complex calendars, overseeing project delivery timelines, and maintaining proactive oversight over daily business priorities.

Key Responsibilities

• Diary & Schedule Management: Coordinate personal and professional calendars, prepare daily schedule priority reports, and manage appointments to keep commitments on track.
• Project Coordination: Oversee creative projects from initial brief to final delivery, ensuring milestones, deadlines, and deliverables are met.
• Briefing & Communication: Translate client requirements into clear, actionable briefs within project management systems, brief creative staff, and manage incoming project feedback.
• Client & Stakeholder Engagement: Act as a central point of contact between clients, creative teams, and management to maintain open, effective communication channels.
• Proactive Oversight: Follow up on outstanding project actions, identify potential operational bottlenecks early, and maintain accurate documentation across systems.

Requirements

• Proven experience in executive support, diary management, and administrative coordination.
• Demonstrated background in project coordination or project management.
• Strong verbal and written communication skills with experience managing client interactions.
• Exceptional organisational ability, high attention to detail, and a proactive work ethic.

Desirable Requirements

• Prior experience working within a creative agency, marketing environment, or similar production setting.

Benefits

• Collaborative, creative, and agile working environment.
• Opportunity for the role to expand as the organisation grows.

Additional employee benefits and formal culture details have not been provided.