We are looking for an Executive Assistant / Project Coordinator to join our growing team and keep our client and internal work running smoothly. In this role, you will provide hands-on support to our leadership team, coordinate projects across multiple engagements, and work directly with AI tools — primarily Claude — to do that work faster and help move our processes toward automation. This position is ideal for someone who enjoys problem-solving, learning new technologies, and bringing order to complex, fast-moving work. If you are detail-oriented, curious, and comfortable juggling multiple priorities, we'd love to hear from you.
Responsibilities
Executive Support
Be a trusted right hand to firm leadership, keeping their days organized and their priorities moving.
- Own and manage leadership calendars — scheduling, rescheduling, and protecting focus time across competing demands.
- Coordinate meetings end to end: agendas, invites, prep materials, and follow-ups.
- Manage day-to-day communications on behalf of leadership, drafting and routing emails and messages with a professional, on-brand voice.
- Plan and book travel — flights, lodging, ground transportation, and detailed itineraries.
- Handle ordering and procurement: supplies, client gifts, event materials, and other purchases as needed.
- Help plan internal events, team gatherings, and client engagements, from logistics to materials.
- Anticipate needs and stay a step ahead — catching the details before they become problems.
Project Coordination
Keep work organized, on schedule, and moving across the team and with clients.
- Track tasks and deadlines across multiple client engagements, flagging what's at risk before it slips.
- Prepare, format, and proofread briefs, documents, and client-facing materials.
- Coordinate communications and follow-ups across the team and with clients.
- Maintain organized files, records, and systems.
AI Tools & Automation
Use AI daily to run coordination work and help improve how the firm operates.
- Use Claude — including Claude Projects, Claude Cowork, and Claude Design — to manage scheduling, task tracking, document prep, and communications.
- Build and maintain Claude Projects that organize knowledge and standardize recurring work.
- Help identify manual processes that can be streamlined or automated, and assist in building those workflows.
- Test and provide feedback on new AI tools, features, and process improvements.
- Participate in an ongoing quality loop: review AI-assisted outputs, flag where they fall short, and help refine prompts and processes so they keep improving.
Systems & Team Support
Maintain everyday systems and support both clients and internal team members.
- Google Workspace – Support light admin tasks such as user setup, 2FA, and basic troubleshooting.
- Client communication – Respond to requests, lead occasional screen-share walkthroughs, and clarify processes clearly.
- Team support – Provide day-to-day coordination support and help keep shared systems and tools up to date.
Qualifications
- 2+ years in an executive assistant, project coordination, or operations role.
- Proven ability to manage calendars, travel, and communications for busy professionals with discretion and polish.
- Genuine comfort and curiosity with AI tools, or a strong willingness to learn them quickly. Direct experience with Claude is a plus.
- A process-minded thinker who notices inefficiency and likes fixing it.
- Exceptional organization and attention to detail; you catch what others miss.
- Strong written communication and a sharp eye for quality.
- Familiarity with Google Workspace, Slack, and project management tools (ClickUp a plus).
- Ability to explain processes clearly to clients and team members who may not be technical.
- High school diploma or GED required; college degree preferred but not mandatory.
- Ability to work an 8am–5pm Pacific Time schedule.
Job Type: Full-time
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Parental leave
- Professional development assistance
- Vision insurance
Work Location: Remote
