Hybrid Executive Support & Project Coordinator

FIT Solutions; San Diego (CA); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health, Dental & Vision Insurance

401K

Paid holidays

Paid time off

Paid sick leave

Professional training

Job summary

FIT Solutions is seeking an Executive Support Specialist / Executive Project Coordinator to provide confidential administrative and project coordination support across the executive leadership team. This hybrid/remote role includes on-site support and occasional travel.

You will manage calendars, coordinate meetings, prepare materials, track action items, and drive cross-functional initiatives while maintaining records and handling vendor interactions.

Qualifications

• Two years of experience in executive assistance, senior administrative support, or a comparable role.
• Experience supporting multiple senior leaders and coordinating projects.
• Exposure to managed IT, professional services, property management, or bookkeeping is helpful but not required.
• Ability to travel to scheduled in-person meetings or sites; valid driver’s license may be required.

Responsibilities

• Support multiple executives and senior leaders, balancing competing priorities and protecting time for strategic work.
• Manage complex calendars, scheduling, travel, itineraries, appointments, and meeting logistics across in-person and virtual settings.
• Prepare agendas, presentations, correspondence, briefing materials, minutes, and follow-up communications; track action items to closure.
• Triage executive email and other inquiries with discretion, responsiveness, and sound judgment.
• Coordinate leadership meetings, company events, client and vendor interactions, and executive-related onboarding activities.
• Maintain organized executive records, contact lists, documents, and confidential information in approved systems.
• Conduct research, compile information, and prepare concise reports or recommendations to support leadership decisions.

Skills

Executive support

Calendar management

Travel planning

Stakeholder coordination

Confidentiality

Microsoft 365

Documentation

Vendor coordination

Tools

Microsoft 365

SharePoint

Project tracking tools

Job description

FIT Solutions is seeking an Executive Support Specialist / Executive Project Coordinator to provide confidential administrative and project coordination support across the executive leadership team. This hybrid/remote role includes on-site support and occasional travel.

You will manage calendars, coordinate meetings, prepare materials, track action items, and drive cross-functional initiatives while maintaining records and handling vendor interactions.