Executive Assistant & Project Coordinator

SHINE Technologies is seeking an Executive Assistant & Project Coordinator to provide high-level administrative and project support to members of SHINE’s executive team. The Executive Assistant & Project Coordinator manages complex calendars, travel, meetings, correspondence, and reporting for assigned executives, and coordinates projects for Marketing and other departments as assigned. The role requires exceptional attention to detail, sound judgment, and the ability to manage competing priorities for multiple leaders.

The base salary range for this position is $75,000 - $95,000 per year plus a comprehensive compensation package. Our salary ranges are determined by role, level, and location.

Duties and Responsibilities:

Executive Administrative Support

• Manages complex, frequently changing calendars for assigned executives; anticipates conflicts and prioritizes time around business needs.

• Arranges detailed travel plans, itineraries, and agendas; prepares and reconciles expense reports accurately and on time.

• Coordinates internal and external meetings, including logistics, agendas, materials, and follow-up on action items.

• Drafts, edits, and proofreads correspondence, reports, and presentations to a high standard of accuracy and professional polish.

• Builds and maintains spreadsheets, trackers, and reports in Excel, and creates and formats executive-ready presentations in PowerPoint.

• Serves as a point of contact between assigned executives and internal teams, external partners, and other stakeholders.

• Prioritizes competing requests from multiple executives and follows through on tasks to completion, often under tight deadlines.

• Maintains organized and confidential files, records, and contact information.

• Provides coverage and support for other members of the administrative team as needed.

Project Coordination

• Manages multiple concurrent projects in Asana, including building project plans and timelines, assigning tasks, tracking deadlines, and keeping project boards accurate and up to date.

• Coordinates work across multiple stakeholders, including the marketing team, freelancers, agencies, internal subject matter experts, executives, and legal, to keep projects aligned and moving forward.

• Manages review and approval cycles, routing deliverables through executive and legal review and tracking feedback to resolution.

• Follows up with project contributors to keep work on schedule and escalates risks or delays early.

• Maintains project documentation, status updates, and action-item logs, and reports progress to stakeholders.

• Helps establish and improve project management processes, templates, and workflows to increase team productivity.