Project Coordinator & Executive Assistant

Moore Solutions Inc; Port Saint Lucie (FL); On-site; USD 40,000 - 70,000; Full time

Benefits offered by this job

Company parties

Competitive salary

Employee discounts

Opportunity for advancement

Paid time off

Training & development

Job summary

Moore Solutions Inc. is seeking a Project Coordinator & Executive Assistant to serve as the central hub for our content production process and leadership support in Port Saint Lucie, FL. You will collaborate with in-house teams and external contractors to keep projects on schedule and ensure deliverables meet expectations.

The role emphasizes hands-on CRM management, onboarding SMEs, and coordinating marketing campaigns to support production goals in a fast-paced, creative environment.

Qualifications

• Proven experience in project coordination and/or acting as an Executive Assistant supporting leadership
• Hands-on CRM experience with a proven ability to configure systems (like Zoho) and build automations
• Exceptional tech-savviness, with an intuitive approach to learning and utilizing online systems and software
• Strong project coordination experience (especially managing contractors or freelancers)
• Familiarity with course development, instructional design, or content production is a big plus
• Proficiency with project management tools and experience designing intuitive, actionable task boards
• Excellent organizational skills — you see both the big picture and the small details
• Clear communicator — written, verbal, and digital
• Able to balance structure with flexibility in a fast-paced, creative environment

Responsibilities

• Provide proactive executive support, including managing calendars, scheduling meetings, and coordinating complex itineraries or travel arrangements
• Handle correspondence, prepare briefing materials, and manage communications on behalf of leadership
• Assist with meeting preparation, drafting agendas, taking meeting notes, and tracking action items to completion
• Onboard subject matter experts (SMEs), writers, and specialists for small, project-based tasks
• Set clear expectations, timelines, and deliverables
• Review contractor submissions for quality and completion
• Approve and process payments upon successful delivery of work
• Use our project management software to build and maintain clear Project boards
• Organize and track tasks for the in-house production team
• Monitor progress, flag blockers, and keep timelines realistic
• For long-term projects, map out workload across months to prevent bottlenecks
• Administer and manage our CRM system (hands-on experience handling a CRM is a must)
• Set up workflows and automations within systems like Zoho to streamline operations and communication
• Assist with the coordination of marketing efforts and campaigns to support production goals

Skills

Project coordination

Executive support

CRM experience

Zoho automation

Contractor management

Task boards

Communication

Organizational skills

Tools

Zoho CRM

Google Workspace

Microsoft 365

Dropbox

Microsoft Teams

Job description

Benefits:

• Company parties
• Competitive salary
• Employee discounts
• Opportunity for advancement
• Paid time off
• Training & development

What You’ll Do

As Project Coordinator & Executive Assistant, you’ll act as the central hub for our content production process and leadership support. You'll work closely with both in-house team members and external contractors to ensure that projects stay on schedule, deliverables meet expectations, and no detail slips through the cracks.

Executive Support & Administration

• Provide proactive executive support, including managing calendars, scheduling meetings, and coordinating complex itineraries or travel arrangements
• Handle correspondence, prepare briefing materials, and manage communications on behalf of leadership
• Assist with meeting preparation, drafting agendas, taking meeting notes, and tracking action items to completion

Contractor Management

• Onboard subject matter experts (SMEs), writers, and specialists for small, project-based tasks
• Set clear expectations, timelines, and deliverables
• Review contractor submissions for quality and completion
• Approve and process payments upon successful delivery of work

Project & Task Coordination

• Use our project management software to build and maintain clear Project boards
• Organize and track tasks for the in-house production team
• Monitor progress, flag blockers, and keep timelines realistic
• For long‑term projects, map out workload across months to prevent bottlenecks

CRM & Marketing Support

• Administer and manage our CRM system (hands‑on experience handling a CRM is a must), ensuring accurate contractor records and tracking customer needs
• Set up workflows and automations within systems like Zoho to streamline operations and communication
• Assist with the coordination of marketing efforts and campaigns to support production goals

Tools You’ll Use

You should be comfortable using — or quickly learning — the following platforms:

• Project and task management tools
• Zoho and other CRM systems (experience setting up automations is essential)
• Calendar, email, and productivity suites (e.g., Google Workspace or Microsoft 365) for executive scheduling and support
• Dropbox for file management and sharing
• Microsoft Teams for internal and external communications
• Proprietary software unique to our workflow (we’ll provide training)

What You Bring

• Proven experience in project coordination and/or acting as an Executive Assistant supporting leadership
• Hands‑on CRM experience with a proven ability to configure systems (like Zoho) and build automations
• Exceptional tech‑savviness, with an intuitive approach to learning and utilizing online systems and software
• Strong project coordination experience (especially managing contractors or freelancers)
• Familiarity with course development, instructional design, or content production is a big plus
• Proficiency with project management tools and experience designing intuitive, actionable task boards
• Excellent organizational skills — you see both the big picture and the small details
• Clear communicator — written, verbal, and digital
• Able to balance structure with flexibility in a fast‑paced, creative environment

Bonus Points If You Have

• Experience coordinating marketing efforts or campaigns
• Experience working in education, e-learning, or publishing
• An understanding of how to scope and forecast team workloads
• A natural instinct for spotting misaligned timelines or resourcing gaps before they become issues