Executive Assistant Project Coordinator

Company Overview

Imaginate Your Space works with K-12 school districts across the country to reimagine cafeterias, gyms, and media centers as student-focused environments that children are excited to use. Through custom graphics, signage, and painted finishes, the company helps schools create orderly, welcoming spaces that reflect school identity and encourage positive student behavior as well as stronger meal-program participation. Design, fabrication, and installation are handled internally to provide a complete turnkey service, and the company offers contract-friendly procurement options that simplify the process for districts. The guiding belief is that the space itself can transform the experience, so each project is tailored to the school’s identity and the daily needs of its students.

Role Overview

This position is a full-time role that is mostly remote and supports leadership while helping projects move smoothly from the first planning conversation through final installation. You will work closely with the COO and the owner/lead designer to manage calendars, communications, and follow-through, while also coordinating project activity across design, fabrication, and installation. The work involves keeping internal teams and school district contacts aligned, monitoring deadlines, and making sure important details are not missed.

This is an active coordination role, not a quiet administrative position. A major part of the job is running effective meetings and converting those discussions into clear next steps that are completed. The other major focus is keeping projects on track across multiple teams and phases. The company is looking for someone who is comfortable with technology, can adapt quickly, and can solve problems independently without needing a step-by-step guide. Prior experience with every task is not required; a strong willingness to learn is more important. The ideal person will be organized, accountable, and eager to grow with the business as opportunities expand.

Executive and Administrative Support

• Keep inboxes organized and ensure communication moves forward without delays.
• Coordinate calendars, schedule calls, and manage follow-up tasks for leadership.
• Prepare meeting agendas and document discussions in a clear, structured way.
• Convert meeting notes into action items and track them through completion.
• Check in with team members to ensure tasks are completed on time.
• Arrange travel, itineraries, and logistics for site visits and events.

Project Coordination

• Track project schedules, milestones, and deliverables from kickoff to installation.
• Coordinate design, fabrication, and field/install teams so projects stay on schedule.
• Watch for timeline risks or delays and raise issues before they escalate.
• Share progress updates with internal stakeholders, clients, and school district partners.
• Support project meetings, artboard reviews, and approval workflows.
• Help manage vendors, deliveries, and installation timing against deadlines.
• Maintain accurate and current project files, documents, and records.

Systems and Operations

• Enter and maintain records in HubSpot, with strong attention to CRM cleanliness.
• Prepare and send proposals, documents, and client-facing communications.
• Support trade show activity through lead tracking, follow-up, and coordination.
• Organize files in Microsoft Teams, Dropbox, and internal storage systems.
• Assist with basic QuickBooks tasks such as receipt handling, organization, and data entry.
• Help improve internal workflows and build practical standard operating procedures.
• Step into additional tasks as needed, since the role will expand as the company grows.

Qualifications

The company is seeking someone who learns software quickly and feels comfortable using unfamiliar tools. You should be able to think clearly in the moment, adjust when plans change, and solve problems without hesitation. Strong coordination abilities are important, including planning, scheduling, milestone tracking, and keeping cross-functional teams aligned. The role also requires excellent organization, careful documentation, and strong written and verbal communication for interactions with executives, teammates, and school district partners. Comfort with remote collaboration, digital tools, and multiple priorities in a fast-moving environment is essential. High ownership and follow-through are expected, along with a genuine interest in learning and growing with the company. Experience with logistics, vendors, deliveries, or installation schedules is helpful. A background in education, construction, design, or other project-based work is also considered an advantage. An associate degree or bachelor’s degree in business, project management, or a related area is preferred, though equivalent professional experience may also qualify.

Tools and Work Style

• Comfort using Microsoft 365 tools such as Outlook, Teams, and Excel.
• Willingness to learn project management and CRM systems; HubSpot familiarity is a plus.

Location and Travel

The position begins as a primarily remote role based in the St. Petersburg / Tampa Bay area. As the company grows, it is expected to shift toward a hybrid or in-person setup. Travel will be required within Florida and outside the state for active projects, site visits, and trade shows.

Compensation

The annual salary range is $59,000 to $69,000, depending on experience, and there is also potential for a performance bonus.

Application Instructions

Applicants should explain their experience and why the position is a strong match. To show that the full posting has been read, the message must start with the word “Reimagine”; applications that do not include it will not be reviewed.