This is a remote position.
Job OverviewWe are seeking a highly organized, proactive, and adaptable Executive Assistant / Project Coordinator to directly support a business owner managing multiple ventures across different industries and regions. This role is critical in ensuring smooth day-to-day operations, maintaining oversight on ongoing projects, and keeping priorities aligned across various time zones.
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Provide direct administrative and operational support to the client across multiple businesses and projects
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Monitor ongoing solar and battery projects in Australia, ensuring timelines, deliverables, and communications are on track
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Follow up on tasks, emails, and action items to ensure nothing is missed or delayed
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Track payments, invoices, and receipts, ensuring accurate documentation and timely updates
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Manage calendar, meetings, and scheduling across multiple time zones (China to US East Coast)
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Coordinate travel arrangements, including flights, accommodations, and itineraries
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Act as a point of contact on behalf of the client when communicating with business partners and government stakeholders
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Assist in prioritizing tasks and managing daily workflow to improve efficiency
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Maintain organized records, files, and trackers for all ongoing projects
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Proven experience as an Executive Assistant, Virtual Assistant, or Project Coordinator
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Strong organizational and multitasking skills with high attention to detail
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Ability to work independently and proactively with minimal supervision
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Excellent written and verbal communication skills
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Experience coordinating across multiple time zones
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Confident in handling professional communication with external stakeholders, including executives and government contacts
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Familiarity with project tracking tools, CRMs, and productivity platforms (e.g., Google Workspace, Trello, Asana, etc.)
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Financial tracking experience (invoices, receipts, basic reporting) is highly preferred
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Background in renewable energy, construction, or technical projects is a plus but not required
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Highly proactive and solution-oriented
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Detail-oriented and structured in approach
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Adaptable in a fast-paced, multi-project environment
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Strong sense of accountability and ownership
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