Top 6 Executive assistant/project coordinator Jobs in Delaware

Communications Coordinator
DEW Softech Inc —Newark, DE
- Full-time
- Microsoft Excel
- Microsoft Outlook
- Computer literacy
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Executive Assistant to the Owner
Integrity Heating & Air, Inc. —Laurel, DE
- Overtime
- Google Workspace
- Mid-level
- Office
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Operations Coordinator
SERVPRO of Bear/New Castle/Upper Darby —Bear, DE
- Full-time
- Microsoft Outlook
- Mid-level
- Office
- Profit sharing
- Paid holidays
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Chief Operations Officer - The Innovation Space
DuPont —Wilmington, DE
- Engineering
- Business development
- Continuous improvement
12d

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Communications Coordinator
DEW Softech Inc —Newark, DE
Bachelor's degree in Business Administration, Communications, Project Management, or a related field (or equivalent combination of education and directly…
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Communications Coordinator

DEW Softech Inc -
Newark, DE

Quick Apply

Job Details

Full-time

Qualifications

Computer operation
Microsoft Excel
Microsoft Outlook
Computer literacy
Executive administrative support
Records management
Video conferencing software
Collaborative technology platforms
Cross-functional collaboration
Project stakeholder communication
Cross-functional communication
Video conferencing systems operation

Full Job Description

Position: Communications Coordinator
Location: Must be currently commutable to Newark, DE. Hybrid role, 3 days per week onsite.
Duration: Till 12/31/2027

Rate: Open

Interview: Video

Job Description

We are looking for a Communications Coordinator to support meeting logistics, documentation, and stakeholder communication within a fast-paced, project-driven environment. This position will be a full-time contract, and hybrid in Newark, DE.

What You’ll Do

Serve as the exclusive point of contact for all incoming meeting requests from vendors, clients, and internal stakeholders
Validate agenda, attendee list, and objective for existing slate of meetings
Review and process meeting requests using the PMO Meeting Request Form
Collaborate with requestors to ensure each request includes a complete agenda, appropriate attendee list, clear objective, and required lead time
Coordinate with the PMO Facilitator to confirm availability, validate audience composition, and obtain formal meeting approval
Issue all project-related calendar invitations with finalized agendas, connection details, and pre-read materials
Maintain the PMO Meeting Request Tracker and publish weekly meeting calendar to cross-functional teams and stakeholders
Activate and manage meeting recordings at the start of each formal meeting
Track meeting attendance and manage any unregistered or unauthorized participants
Maintain a real-time action item log during each meeting, capturing owner, commitment, and due date for every action
Flag agenda deviations or scope-creep discussions to the PMO Facilitator in real time
Manage meeting logistics including room bookings, technology setup, and participant access for virtual platforms
Draft comprehensive meeting minutes within 24 hours of meeting conclusion using the PMO-approved Minutes Template
Capture decisions, action items, issues, risks, and next steps accurately and completely
Submit draft minutes to the PMO Facilitator for review and incorporate all reviewer feedback
Distribute final, approved minutes to all meeting attendees and the project distribution list within 24 hours of Facilitator approval
Maintain version control for all meeting minute documents
Produce and distribute the monthly PMO Meeting Summary Report to the OCM Lead
Archive all meeting recordings to the designated project repository folder within 24 hours of meeting conclusion
Archive all final meeting minutes to the repository within 24 hours of distribution, circulating links to the archived content with meeting minutes
Apply the PMO-standard file naming convention to all archived documents
Maintain the Project Meeting Log with current status for all meetings
Ensure repository folder structure remains organized and access permissions are current
Conduct quarterly audits of archived materials to confirm completeness and correct categorization
Communicate the meeting request procedure to all new vendors, clients, and project team members at project onboarding
Diplomatically enforce meeting control policies with non-compliant vendors or clients, and redirect unauthorized scheduling attempts to the proper request process
Escalate repeat non-compliance to the OCM Lead with supporting documentation
Serve as first point of contact for meeting-related questions, conflicts, and rescheduling needs

What You'll Need

Required:

Bachelor's degree in Business Administration, Communications, Project Management, or a related field (or equivalent combination of education and directly related experience)
1-3 years of experience in a project coordination, administrative, or PMO support role
Demonstrated experience managing meeting logistics and producing professional meeting documentation
Experience working in environments with multiple external stakeholders such as vendors, clients, or partners
Advanced proficiency in Microsoft 365 suite including Outlook, Word, Excel, Teams, and SharePoint
Experience with video conferencing platforms such as Microsoft Teams, Zoom, or WebEx
Proficiency with project management or collaboration tools such as SharePoint, Confluence, Jira, Smartsheet, or equivalent
Ability to use transcription tools or AI-assisted note-taking software
Familiarity with document management systems and repository organization

Preferred:

Project Management Professional (PMP) certification or Certified Associate in Project Management (CAPM)
Experience in a regulated industry or government project environment
Prior experience as a project coordinator, executive assistant, or operations analyst supporting a PMO
Experience with contract management or vendor oversight processes

Physical Demands

Ability to safely and successfully perform the essential job functions consistent with the ADA and other federal, state and local standards
Sedentary work that involves sitting or remaining stationary most of the time with occasional need to move around the office to attend meetings, etc.
Ability to conduct repetitive tasks on a computer, utilizing a mouse, keyboard, and monitor

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executive assistant/project coordinator jobs in delaware

Communications Coordinator

Executive Assistant to the Owner

Operations Coordinator

Chief Operations Officer - The Innovation Space

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