Executive Assistant / Project Coordinator (Virtual Assistant)

This is a remote position. Job Overview We are seeking a highly organized, proactive, and adaptable Executive Assistant / Project Coordinator to directly support a business owner managing multiple ventures across different industries and regions. This role is critical in ensuring smooth day-to-day operations, maintaining oversight on ongoing projects, and keeping priorities aligned across various time zones.

Key Responsibilities

Provide direct administrative and operational support to the client across multiple businesses and projects Monitor ongoing solar and battery projects in Australia, ensuring timelines, deliverables, and communications are on track Follow up on tasks, emails, and action items to ensure nothing is missed or delayed Track payments, invoices, and receipts, ensuring accurate documentation and timely updates Manage calendar, meetings, and scheduling across multiple time zones (China to US East Coast) Coordinate travel arrangements, including flights, accommodations, and itineraries Act as a point of contact on behalf of the client when communicating with business partners and government stakeholders Assist in prioritizing tasks and managing daily workflow to improve efficiency Maintain organized records, files, and trackers for all ongoing projects Qualifications and Requirements Proven experience as an Executive Assistant, Virtual Assistant, or Project Coordinator Strong organizational and multitasking skills with high attention to detail Ability to work independently and proactively with minimal supervision Excellent written and verbal communication skills Experience coordinating across multiple time zones Confident in handling professional communication with external stakeholders, including executives and government contacts Familiarity with project tracking tools, CRMs, and productivity platforms (e.g., Google Workspace, Trello, Asana, etc.) Financial tracking experience (invoices, receipts, basic reporting) is highly preferred Background in renewable energy, construction, or technical projects is a plus but not required Nice to have skills Highly proactive and solution-oriented Detail-oriented and structured in approach Adaptable in a fast-paced, multi-project environment Strong sense of accountability and ownership