Assistant Project Manager / Executive Assistant

Overview

Check Off Your List (COYL) is looking for a remote Executive Assistant to support its rapid expansion. The company provides highly trained remote specialists across bookkeeping, executive support, human resources, marketing, web design, and IT support using a pay-what-you-need approach so clients can stay focused on running their businesses.

The team works remotely while staying connected through Zoom and Teams, offering flexibility without the sense of working alone. This role is intended for candidates based in Florida, Maine, Ohio, or Texas.

The position begins at 10–15 hours per week and may increase quickly over time.

Key Objectives

• Report to the Project Manager and the Manager leading the Executive Assistant team.
• Support assigned clients as needed.
• Help strengthen client relationships and improve internal processes that serve both COYL and its customers.
• Coordinate communication between clients’ leadership teams and employees while working with internal and external executives on projects and tasks.
• Organize work so client priorities are delivered on time, business goals are met, and best practices are followed.

Day-to-Day Responsibilities

• Handle both professional and personal support needs for multiple clients.
• Maintain accurate timekeeping records.
• Manage complex calendars, scheduling, and information flow for virtual client executives.
• Arrange travel and related logistics such as hotels, transportation, and meals.
• Carry out general administrative and office support, including typing, dictation, spreadsheets, faxing, filing, and contact database upkeep.
• Protect confidentiality and use discretion when dealing with company and client information.
• Track action items and follow up with clients and internal team members to keep deadlines and commitments on track.
• Support meetings by preparing agendas, materials, notes, and follow-up tasks.
• Assist with operational work such as CRM updates and workflow coordination.
• Organize client communications.
• Return calls and pass along messages.
• Help plan client events.
• Respond to requests within four business hours at the latest.
• Manage shifting priorities while handling multiple tasks at once.
• Take on other duties as assigned.

Qualifications

• At least 4 years of experience in an administrative position that reported directly to senior leadership.
• Excellent written and verbal communication skills.
• Strong ability to manage time and coordinate several projects at once.
• Comfort using Microsoft Office and similar productivity tools, with the ability to learn new software and systems quickly.
• Adaptable team mindset, with a willingness to do what is needed to complete the work.
• Ability to maintain confidentiality across multiple businesses.
• Dependable, proactive, and self-driven.
• Professional and confident phone etiquette.
• Availability to respond to urgent needs.

Preferred Background

• Experience creating internal processes and filing systems.
• Associate degree or higher in administration, or equivalent work experience.
• Familiarity with CRM platforms such as ActiveCampaign, Zoho, or Pipedrive.

Schedule

Workdays are Monday through Friday. The role is part-time, with the possibility of expanding into a full-time position.

Location

This is a remote role for candidates based in Florida, Maine, Ohio, or Texas.