Project Coordinator & Executive Assistant - #1128174

We are seeking a dynamic and highly organized Project Coordinator & Executive Assistant to provide comprehensive support across project management, stakeholder engagement, and executive coordination. The successful candidate will be instrumental in driving operational excellence, ensuring seamless project execution, and maintaining effective communication channels with internal teams and external partners.

This position demands exceptional organizational abilities, strong communication skills, and adaptability to operate efficiently in a fast-paced, multi-jurisdictional environment.

Key Responsibilities:

• Coordinate and monitor project activities across multiple jurisdictions to ensure timely completion and adherence to established timelines.

• Track project progress, update status reports, and communicate updates to relevant internal stakeholders and external partners.

• Serve as primary liaison with external consultants, contractors, and professional service providers, ensuring effective communication and deliverable management.

• Manage meeting coordination, prepare comprehensive documentation, and maintain organized project records.

• Write detailed minutes for key departmental and project meetings, ensuring clear documentation of discussions, decisions, and action items.

• Follow up on various ongoing projects, including international developments, and monitor critical milestones and deadlines.

• Process and verify invoices from consultants and contractors, ensuring accuracy, proper approvals, and timely submission for payment.

• Maintain comprehensive records of invoices, purchase orders, contracts, and project documentation.

• Proactively identify and escalate issues or delays in project workflows, proposing solutions where appropriate.

• Provide personal assistant support including travel arrangements, calendar management, and expense processing for senior team members.

• Handle confidential correspondence and manage personal scheduling requirements.

• Coordinate business travel logistics including visa applications, accommodation bookings, and itinerary planning for international trips.

• Assist with personal administrative tasks and maintain discretionary support as required.

Requirements:

• Proven experience in project coordination or similar role, preferably in real estate, development, or professional services.

• Strong project management experience with demonstrated ability to manage multiple concurrent projects.

• Strong organizational and time-management skills with ability to prioritize competing demands.

• Excellent written and verbal communication skills for both internal and external stakeholders.

• Proficient in MS Office Suite (Word, Excel, PowerPoint).

• Ability to work independently while maintaining strong collaborative relationships.

• Strong attention to detail and analytical problem-solving skills.

• Ability to handle confidential information with discretion.

• Able to start immediately/short notice