Project Coordinator and Executive Assistant

The Headhunters, LLC; Williamston (MI); On-site; USD 80,000 - 90,000; Full time

Job summary

The Headhunters, LLC is seeking a Project Coordinator/Executive Assistant to support C-level leaders in Williamston, MI. The role combines executive support, hands-on project coordination, and metric tracking to keep leadership on schedule and projects moving forward.

You will manage calendars, travel, expenses, and meeting logistics for the leadership team, while tracking deadlines, dashboards, and key metrics. Confidential information handling is essential.

Qualifications

• 6+ years of experience as an executive assistant for C-level executives; experience as a project coordinator preferred.
• Detail-oriented with ability to manage multiple tasks without slipping.
• Advanced skills in Microsoft 365 with experience building trackers and simple dashboards in Excel.
• Familiarity with AI resources (Claude, CoPilot, etc.) preferred.
• Excellent communication and organizational skills.

Responsibilities

• Manage complex, fast-changing calendars for the COO and CGO, prioritizing meetings and protecting time for focused work.
• Screen and triage email, calls and requests; respond on the executives' behalf when appropriate.
• Schedule and coordinate leadership team meetings, business reviews, planning sessions and offsites.
• Prepare and send agendas and pre-reads, take notes, and capture decisions and action items.
• Manage travel planning and logistics for the full leadership team, including flights, lodging, ground transport and itineraries for conferences, advisor events and offsite meetings.
• Coordinate cross-functional projects for the COO and CGO, from kickoff through delivery.
• Build and maintain project plans with tasks, owners, timelines and milestones.
• Maintain the leadership scorecard and dashboards for operational, revenue and project metrics.
• Collect metric updates from owners on set cadence and keep data accurate.
• Coordinate onboarding logistics for new hires on the COO and CGO teams.
• Plan internal events, team meetings and assist with advisor-facing/sales events in partnership with marketing.

Skills

Executive support

Project coordination

Calendar management

Microsoft 365

AI tools

Communication

Tools

Excel

Job description

Project Coordinator and Executive Assistant

Williamston, MI

Our firm has been exclusively engaged by a closely-held wealth management firm to find a Project Coordinator/Executive Assistant due to growth in their business. In this position, you’d keep senior-level leaders organized, prepared, and on schedule so they can keep their projects moving. It’s a combination of executive support, hands‑on project coordination, and metric tracking.

Company Information

This is a stable, growing company with a lot of exciting work lined up for the coming years. Because of this growth, they’re going through an exciting time of transformation. It’s the perfect time to jump onboard.

Position Description

In this position, you’ll manage calendars, travel, expenses and meeting logistics for the leadership team. On the project coordination side, you’ll also track deadlines and metrics, making sure follow-ups happen and tasks get completed. You’d be someone they’d place great trust in with confidential information.

Specific responsibilities include:

• Manage complex, fast-changing calendars for the COO and CGO, prioritizing meetings and protecting time for focused work.
• Screen and triage email, calls and requests; respond on the executives' behalf when appropriate.
• Schedule and coordinate leadership team meetings, business reviews, planning sessions and offsites.
• Prepare and send agendas and pre-reads, take notes, and capture decisions and action items.
• Manage travel planning and logistics for the full leadership team, including flights, lodging, ground transport and itineraries for conferences, advisor events and offsite meetings.
• Coordinate cross-functional projects for the COO and CGO, from kickoff through delivery.
• Build and maintain project plans with tasks, owners, timelines and milestones.
• Maintain the leadership scorecard and dashboards for operational, revenue and project metrics.
• Collect metric updates from owners on set cadence and keep data accurate.
• Coordinate onboarding logistics for new hires on the COO and CGO teams.
• Plan internal events, team meetings and assist with advisor-facing/sales events in partnership with marketing.

Qualifications

• 6+ years of experience as an executive assistant for C-level executives. Additional experience as a project coordinator is preferred.
• A track record of handling moments of pressure in an organized, proactive, and calm way.
• They require a detail-oriented person who can handle a wide variety of tasks without letting things slip. This can include managing calendars, setting up travel, tracking expenses, coordinating projects with multiple owners (with multiple deadlines), and communicating goals to the entire organization.
• Advanced skills in Microsoft 365 with experience building trackers and simple dashboards in Excel.
• Familiarity with AI resources (Claude, CoPilot, etc.) is preferred.
• Excellent communication and organizational skills.

Compensation:

$80-90K with a 5-10% annual bonus.

This is a direct-hire position with full benefits.

The company is primarily looking at candidates in the Greater Lansing area.